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HomeMy WebLinkAboutApril 07, 2022 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – Held Virtually Thursday, April 7, 2022 7:00 p.m. The April 7, 2022 Council Meeting will be held virtually via Zoom and livestreamed on YouTube. The Public may watch the Council meeting utilizing the Municipality of Bayham YouTube Channel: https://www.youtube.com/channel/UCpY8wjivr1zSsi0tvbgtUrg 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS 5. PRESENTATIONS A. Mark Loucas, Detachment Commander re 2021 Annual OPP Report 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Council Meeting held March 17, 2022 B. Statutory Planning Meeting held March 17, 2022 8. OPEN FORUM 9. MOTIONS AND NOTICE OF MOTION A. Mayor Ketchabaw re Large Household Waste Pick-up B. Councillor Chilcott re Basketball Court in the Richmond Community Park C. Councillor Donnell re Municipal Accommodation Tax 10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 2022 Council Agenda April 7, 2022 2 10.2 Reports to Council 11. PHYSICAL SERVICES – EMERGENCY SERVICES 11.1 Correspondence 11.1.1 Receive for Information 11.1.2 Requiring Action 11.2 Reports to Council A. Report PS-06/22 by Ed Roloson, Manager of Capital Projects - Water/Wastewater Operations re Annual Drinking Water Inspection Reporting for Bayham and Richmond Drinking Water Systems 2021-2022 B. Report PS-07/22 by Ed Roloson, Manager of Capital Projects - Water/Wastewater Operations re Public Works 2022 Capital Projects – PW-17, PW-18, PW-19 and PW-105 C. Report PS-08/22 by Steve Adams, Manager of Public Works re Transfer of Maintenance Provider for Agreement No. 0753 and By-law 2021-023 – Port Burwell East Beach & Port Burwell Community Park Washroom Maintenance 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Proposed Minor Variance A-23/21 B. Notice of Public Meeting re Proposed Minor Variance A-02/22 C. Notice of Public Meeting re Proposed Zoning By-Law Amendment ZBA-08/22 12.1.1 Requiring Action 12.2 Reports to Council A. Report DS-12/22 by Bill Knifton, Chief Building Official|Drainage Superintendent re 1st Quarter Report B. Report DS-15/22 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Rezoning Application ZBA-06/22 – Hildebrandt C. Report DS-16/22 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Consent Application E23-22 AGinvest Farmland One Inc. D. Report DS-17/22 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Site Plan Agreement – 9707808 Canada Inc. 4688 Godby Road 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 2022 Council Agenda April 7, 2022 3 13.1.1 Receive for Information A. Elgin County re March 22, 2022 Elgin County Council Highlights B. Tillsonburg District Memorial Hospital re COVID Outbreak declared March 29, 2022 C. County of Elgin re Platinum Jubilee of Her Majesty Queen Elizabeth II Commemorative Pins D. Elgin County re Notice of Lease Renewals for Elgin County Library Branch Facilities E. Township of Chapple re Expansion of Northern Ontario School of Medicine F. Municipality of Mississippi Mills re Abandoned Cemeteries G. City of Port Colborne re Year of the Garden 2022 Proclamation H. City of Barrie re Plan of Action to Address Joint and Several Liability I. Town of Georgina re Limitations on Purchasing Goods Originated from Russia 13.1.2 Requiring Action A. Terrace Lodge Redevelopment Fundraising Committee re Bayham Committee Member 13.2 Reports to Council A. Report CAO-12/22 by Thomas Thayer, CAO|Clerk re 2022 Municipal Election B. Report CAO-13/22 by Thomas Thayer, CAO|Clerk re 2022 Procedural By-Law Update for Virtual Meetings C. Report CAO-14/22 by Thomas Thayer, CAO|Clerk re Hybrid Council Meetings for the Municipality of Bayham D. Report CAO-15/22 by Thomas Thayer, CAO|Clerk re Shared Municipal Development Services RFP Update 14. BY-LAWS A. By-law No. Z738-2022 Being a by-law to amend By-Law No. Z456-2003, as amended – Hildebrandt B. By-law No. 2022-027 Being a by-law to amend By-Law No. 2022-003 being a by-law to govern the proceedings of the Council of the Municipality of Bayham and of its committees and the conduct of its members 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera 2022 Council Agenda April 7, 2022 4 16.2 Out of Camera 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2022-028 Being a by-law to confirm all actions of Council 18. ADJOURNMENT Elgin County OPP 2021 Annual Report “Committed to public safety, delivering proactive and innovative policing in partnership with our communities” 3 Elgin Group Police Services Board Chair: Sally Martyn Ida McCallum Trudy Kanellis Dan Froese Dave Jenkins CAO: Julie Gonyou Detachment Commander Our Elgin Group Police Services Board is extremely appreciative of how responsive our members have been responding to traffic complaints and all of the diverse calls for service within Elgin County. According to Chair Sally Martyn “As chair of the Police Services Board, I would like to offer praise for all the hard work every member of our detachment has done including the listening and responding to local concerns and complaints. Also, I would offer a special thank you to Mike Butler for his great work and support as the acting Detachment Commander. He is a wonderful, caring person to work with. Finally, I want to welcome our new Detachment Commander, Mark Loucas, and praise him for how quickly and effectively he took command demonstrating a strong commitment to keeping Elgin’s OPP a compassionate, supportive and effective force.” Sincerely, Sally Martyn Board Chair I am very pleased to be your Detachment Commander and on behalf of each of you, the dedicated officers and staff of the Elgin OPP Detachment, it gives me great pleasure to present the 2021 Annual Report. This report will showcase the high level of commitment that the Elgin County OPP has brought to all municipalities within Elgin County. Elgin officers and administrative staff have worked in partnership with several stakeholders, partners, community groups, and services throughout the year. The continuance of the COVID-19 pandemic created several challenges which caused us to reflect and adjust how we conducted daily operations. We will continue to proactively work through the changes associated with the pandemic and I look forward to the completion of the amalgamation between Chatham-Kent and Elgin Detachments. The amalgamation will further strengthen our detachments and the availability of resources and equipment. In 2021, our policing priorities outlined in our 2020-2022 Detachment Action Plan created a focus towards crime prevention, increased traffic and public safety on our roadways, waterways, and trails, and enhanced relationships with our municipalities, policing partners, and local community supports/resources. Inspector Mark Loucas 4 Elgin County OPP Detachment staffing numbers remain unchanged in 2021. Results from the Provincial Service Delivery Model are extremely positive and will result in increased staffing for our detachment. The final results will be shared once they are officially released. Community Mobilization Engagement Regional Analyst Court Services / Security Officers Domestic Violence Coordinator Community Safety Officer Street Crime Unit (3) Civilian Administrative Assistants Detective Constables (4) Detachment Sergeant Detective Sergeant Traffic Management (3) Emergency Response Team (2) Patrol Constables (28) Patrol Sergeants (4) Auxiliary Unit (12) Elgin County CAO ELGIN COUNTY OPP Police Service Board Inspector Detachment Commander Staff Sergeant Detachment Manager 5 Elgin County Auxiliary Unit 2021 Year in Review The Elgin Auxiliary Unit currently has a complement of 14 members. Since March 16, 2020, the majority of members within the OPP Auxiliary Program have been stood down from active duty, while the organization addressed COVID-19 restrictions. On June 8, 2020, the Auxiliary program began implementing a three-phased approach for its members to begin returning to active duty. Due to the resurgence of COVID 19 member’s attendance and assistance was limited. 2021 Patrol Hours Major Event Hours Community Event Hours Training Hours Admin Hours Totals Total 191.5 15.75 185.3 107 621 (File Photo) 6 2020 - 2022 Action Plan Our Annual Business Plan has been changed to a three-year Action Plan to coincide with the new OPP three-year Strategic Plan. Our 2020 - 2022 Action Plan priorities as identified with community and Police Service Board consultation are: 1. Crime - To prevent and investigate property crime. - Continued support and engagement in the intelligence-led policing-crime abatement strategy. (ILP-CAS). - Work in collaboration with local community resources/groups to facilitate a trusted and victim- centered approach in our processes, policies, and programs. 2. Traffic - Concentrating on “The Big Four” causal factors of fatal, personal injury, and property damage collisions which include: impaired driving, speeding/aggressive driving, inattentive/distracted driving, and seat belt use. - To sustain a continuous and year-round focus on the causal factors of motorized vehicle collisions on our roadways, waterways, and trails. 3. Other - Streamline collision reporting through the implementation of a Detachment Collision Reporting Centre (CRC). - Identify and implement co-response options such as our Mental Crisis Response Team (MCRT) for non-police-related demands for service. - Develop and finalize a transfer of care protocol with the St. Thomas Elgin General Hospital (STEGH). Crime Management Plan Elgin County Detachment has a comprehensive Crime Management Plan that is administered through the leadership of Regional Detective Sergeant Victoria Loucks. The Crime Unit includes four detectives assigned to major case investigations and three detectives assigned to the Community Street Crimes Unit (CSCU). The CSCU is responsible for investigating property crimes and drug investigations. The Domestic Violence Investigator position has been bundled with the Community Mobilization and Engagement Officer and is supervised by the Detachment Sergeant. The Crime Unit is responsible for oversight and investigation of all serious crimes that occur in our detachment area. The foundation of the plan supports the OPP Results Driven Policing methodology and focuses on public safety through crime prevention and investigative excellence. 7 Traffic Management Strategy Elgin County Detachment has developed a Traffic Management Strategy with a goal of reducing motor vehicle collisions, specifically those that result in injury and death. Our focus in 2021 continued to be enforcement and education around aggressive driving, impaired driving, seat belt use, and distracted driving. These four driving habits are within complete control of the driver and together can have the largest impact on road safety. Elgin County Detachment continues to employ a Traffic Management Unit (TMU) responsible for enhanced traffic enforcement within Elgin County. Our TMU is dedicated to responding to community-identified traffic issues as well as issues identified through analysis by our Regional Analyst and the Focused Patrol Program. Community Policing Committees Elgin County OPP is very fortunate to have a strong, well-established network of Community Policing Committees to represent the municipalities we serve. We work in partnership with our committees to identify and resolve issues of crime and traffic concerns that are identified by the community. Additionally, our committee members volunteer countless hours of their time to support many community initiatives; particularly those that assist children, the elderly, and vulnerable groups. Elgin County has seven Community Policing Committees located in West Elgin, Southwold, Dutton- Dunwich, Port Stanley, Belmont, Malahide, and Bayham. Elgin County OPP is very appreciative of the hard work all of our committees do to support their community and the OPP. Although hampered by the COVID-19 pandemic, we continue to work with our committees using the Ontario Mobilization & Engagement Model of Community Policing. Additionally, all of our committees are now using the model as a guide to assist them in setting priorities and objectives. 8 Community Mobilization and Engagement What is Community Mobilization and Engagement? Elgin County OPP follows Ontario's Community Mobilization and Engagement Model of Community Policing. Prevention and early intervention by collaboratively working with community partners have proven effective in providing the greatest impact and lasting solutions for crime reduction and preventing victimization. Building strong relationships with community residents and stakeholders remains an effective and efficient method of preventing crime and increasing the quality of life for the residents of Elgin County. This fairly new approach allows for more flexibility in addressing policing needs and priorities at the local level, by involving community residents in efforts to improve the overall quality of life in their communities. Community mobilization and engagement also allow for a fundamental shift in police work from the traditional response to calls for service towards a more holistic approach that builds upon localized community capacity to address the risk factors associated with crime and victimization. The goal of engaging the community is to move from police-led initiatives to community-led initiatives that contribute to the safety of all. As the Community Mobilization and Engagement, Mental Health and Abuse Issues Coordinator, Constable Carlson has worked closely with community members, community stakeholders, businesses, and community groups to develop innovative responses and solutions to crime and social disorder. Taking part in numerous committees and collaborations such as the Elgin County Situation Table (co-chair), SAFE Communities (Co-chair), Elgin Alliance to End Violence Against Women, Elgin Elder Abuse Committee, and the Elgin County Drug Strategy Committee, Constable Carlson has relied upon his 31 years of diverse policing experiences from across Ontario to provide the policing perspective to the multitude of committees and groups that he is part of. Working closely with the 2SLGBTQQIA community, Constable Carlson has worked to foster trust while breaking down barriers by recognizing diversity, and the responsibility of the OPP to work towards creating a safe and accepting environment for persons of all gender identities, expressions, and sexual orientations. The following Community Mobilization Projects remain a priority for Elgin County OPP: • Elgin Community Drug and Alcohol Strategy Development • Elder Abuse Prevention • Mental Health and Crisis Response Team • Police and Hospital Transition Framework • Senior Frauds/Scams • Rapid Response Working Group – Alzheimer’s Society 9 Elgin County Drug and Alcohol Strategy Based on community concerns, in 2018 the Elgin Situation Table identified a need for a comprehensive drug and alcohol strategy within our community. A dedicated workgroup/task force was formed with the primary focus of developing a collaborative plan based on a “Four Pillars” approach of prevention, treatment, harm reduction, and justice. The mission: Create, implement, and evaluate a comprehensive drug and alcohol strategy that meets the needs of our community based on the pillars of prevention, treatment, harm reduction, and justice. The vision: A safe and healthy Community in Elgin County without the negative impacts of drugs and alcohol. The workgroup has worked hard to continue to develop a community-based Drug and Alcohol Strategy, while navigating the challenges of the pandemic. Community Safety Officer / Media Officer Constable Norm Kelso was identified as our Community Safety Officer (CSO) and media officer in 2021 and has continued to achieve successes with strengthening connections with community stakeholders, schools, and media partners. P/C Kelso delivering hand-made hats for the Elgin County Youth Shelter. 10 MEDIA P/C Kelso has continued to work with our media partners within the County and surrounding area which has facilitated greater messaging for our communities regarding public safety, crime trends, and traffic issues. P/C Kelso often provides reporting on regional issues for mainstream media at the request of West Region Headquarters. Social media continues to be a priority for P/C Kelso which enables our communities to be instantly connected to investigations and police activities within their specific communities. COMMUNITY SPECIAL PROJECTS ATV Patrols Marine Patrols Enhanced visibility on our roadways, waterways, and trails remains a priority for Elgin County OPP members. 11 ATV Patrols In recent years, Elgin County has experienced growth in rural trail usage with the establishment of the Talbot Trail ATV Club (TTAC). The TTAC have worked with several private property owners to establish over 100 kms of well-maintained ATV trails within Elgin County. As a result, ATV patrols along our county trails in response to community concerns has resulted in positive, community feedback regarding the enhanced OPP visibility and enforcement along our county trails. Marine Unit Elgin County OPP marine members recorded over 186 hours of patrol during the 2021 season while responding to 48 calls for service. The marine unit is responsible for approximately 450 square kilometers of Lake Erie and covers approximately 100 kms of shoreline along the north shore of the Lake. Enhanced visibility along Lake Erie remains a priority for our marine operators to ensure the safety of community residents, swimmers, and boaters who enjoy our popular beaches including Port Glasgow, Port Stanley, Port Bruce, and Port Burwell. 12 Community Street Crimes Unit Our Elgin/Middlesex Community Street Crimes Unit (CSCU) has been extremely successful in 2021. The CSCU investigated 181 occurrences, executed 131 judicial warrants, charged 197 persons, and laid 1024 charges. CSCU investigations required countless hours of investigative expertise from our members to maintain the safety and security of our community residents and business owners. Dump/Utility Trailer Investigation – In January of 2021, Elgin/Middlesex CSCU commenced an investigation into the theft, re-vin and sale of dump/utility trailers. The accused stole trailers, altered VINs, re-registered trailers at MTO, then sold them as licensed trailers. Trailers were often registered to stolen IDs. The accused party was arrested in January 2021, and a Criminal Code Section 487 Search Warrant executed on his residence. Multiple IDs were recovered as well a laptop which linked to the accused to the creation of fraudulent ‘sales receipts’ for registering ‘new’ trailers. Sixteen trailers were recovered, valuing approximately $150,000. Five people were arrested and charged in relation to this investigation. Drugs/Weapons/Counterfeit Currency –In April of 2021, Elgin/Middlesex CSCU commenced an investigation following a traffic stop of a suspended driver. A CDSA Section 11 Search Warrant was authored and granted for the residence of the accused. The search of the residence resulted in further charges for weapons and counterfeit money. A meth lab was discovered in the basement and dismantled by Elgin/Middlesex CSCU. On April 18, 2021, a traffic stop was conducted by Middlesex frontline for an unattached plate. After conducting a Liquor Licence Act search, officers located a small amount of methamphetamine. Both occupants were arrested for CDSA 4(1). Officers continued searching the vehicle and came across suspicious items in the trunk that were believed to be utilized for the production of methamphetamine. Elgin/Middlesex CSCU were contacted and immediately attended the scene and continued the search, locating more items indicative of methamphetamine production as well as counterfeit currency. CSCU members formulated grounds to further the investigation and authored a CDSA Sec.11 Search Warrant for the residence. Police located a small methamphetamine lab as well as an office set up for producing counterfeit money and credit cards. Numerous items were seized including methamphetamine precursors, lab equipment, fraudulent identity documents, over $6000 of counterfeit USD money, stolen credit cards, several unregistered and prohibited firearms including a sawed-off shotgun and sawed-off rifle readily accessible with ammunition, brass knuckles, two altered batons, instruments used for encoding fraudulent credit cards, and 24 grams of finished methamphetamine. Three people were charged with a total of 42 offences. 13 Cocaine Trafficking – Elgin/Middlesex CSCU commenced an investigation in August of 2021, following information that a suspect was trafficking large quantities of cocaine. Elgin/Middlesex CSCU conducted consistent surveillance and a TDR/Tracking warrant was granted to aid in the investigation. A CDSA Section 11 Search Warrant was obtained in November 2021, for two separate residences associated to the suspect. The search of the residences was conducted by members of the Emergency Response Team (ERT) and Elgin/Middlesex CSCU, resulting in the seizure of 2012 grams of Cocaine, 574 grams of Psilocybin, 251 pills of Oxycodone, 9 firearms, and over $100,000 in Canadian currency. 19 All Calls for Service 2016-2021 All Calls for Service by Zone 10711 13630 14095 14843 12447 14853 0 2000 4000 6000 8000 10000 12000 14000 16000 2016 2017 2018 2019 2020 2021# of OccurrencesYear ALL CFS YEARLY TREND (ALL OFFENCE LEVELS) 27118 8794 8609 7708 7377 6925 5253 4131 2219 1375 432 416 189 330 5000 10000 15000 20000 25000 30000 # of OccurrencesZones ALL CFS BY ZONE (ALL OFFENCE LEVELS) 20 Traffic Safety The safety of motorists on Elgin County roads has always remained a priority for Elgin Detachment. Our Traffic Management Team (TMU) is dedicated to enforcement and response to traffic complaints within the County. Elgin County OPP Officers conducted 219 static RIDE checks in 2021, including RIDE initiatives performed and funded through our RIDE Grant Funding Stream. For 2021, Elgin County was awarded $13,243 for RIDE checks, with all of the funds used to support RIDE checks throughout Elgin County. We have seen a significant increase in motor vehicle collisions in Elgin County. In 2020, our total collisions amounted to 782 for the year. In 2021, with easing COVID restrictions, our total collisions have increased to 895. Although our total collisions have increased, we are still below the 914 pre-pandemic collisions reported in 2019. We will continue to use statistical analysis and focus on targeted enforcement of Impaired Driving, Aggressive Driving, Seat Belt Use, and Distracted Driving to attempt to bring the total crashes down. These four factors can often be the difference between a minor crash with no injuries and a major crash resulting in injuries or death. Below are the comparison tables outlining collision statistics in Elgin County between 2021 – 2021. Motor Vehicle Collisions by Type: 21 Fatalities in Detachment Area: Total Collisions by Month Total Collisions by Primary Cause 78 80 61 48 59 65 71 70 59 88 125 91 0 20 40 60 80 100 120 140 Total Collisions by Month 383 96 72 66 47 32 25 24 23 21 18 14 13 12 12 10 7 6 6 6 1050100150200250300350400450 Total Collisions by Primary Cause 22 Crime Prevention Throughout 2021, Elgin County Detachment continued our commitment to crime prevention. A large component of this goal is the pro-active education provided through media outlets, increased officer visibility, and adherence to the principles of Intelligence Led Policing. Using analytics from the Regional Analyst we identify areas of concern and assign officers to specific focused patrols related to crime and traffic trends. The creation of our Community Street Crimes Unit in conjunction with the expertise provided by our Crime Unit has increased the effectiveness of our investigations and provided targeted enforcement. 23 London-Elgin-Middlesex Crime Stoppers Elgin County OPP continues to support the London-Elgin-Middlesex Crime Stoppers Program. This program has been very successful in 2021, resulting in over $177,668 in recovered assets and currency. Statistic Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Tips Received 98 97 178 145 165 141 106 150 184 128 128 99 Tip Follow-ups 70 74 146 78 155 131 98 101 85 93 102 81 Arrests 4 4 8 1 0 1 1 3 1 2 2 0 Cases Cleared 3 4 12 1 0 1 1 2 1 1 3 0 Charges Laid 15 6 13 3 0 0 0 4 13 5 3 0 Fugitives 0 0 0 0 0 0 0 0 0 0 0 0 Administrative Discipline 0 0 0 0 0 0 0 0 0 0 0 0 # of Rewards Approved 0 6 2 10 1 0 1 1 5 1 2 3 Rewards Approved $0 $1,311 $350 $1,625 $128 $0 $53 $90 $348 $158 $244 $173 # of Rewards Paid 0 0 0 1 1 0 0 0 0 0 0 0 Rewards Paid $0 $0 $0 $50 $75 $0 $0 $0 $0 $0 $0 $0 # of Weapons Recovered 4 0 6 2 0 0 0 0 1 0 0 0 # of Vehicles Recovered 1 0 0 1 0 0 0 0 0 0 0 0 Property Recovered $2,000 $0 $0 $35,000 $0 $0 $0 $0 $0 $0 $500 $0 Cash Recovered $0 $0 $12,553 $0 $0 $0 $0 $0 $0 $3,000 $0 $0 Drugs Seized $4,500 $1,200 $115,400 $0 $0 $0 $0 $0 $500 $3,015 $0 $0 Total Recovered $6,500 $1,200 $127,953 $35,000 $0 $0 $0 $0 $500 $6,015 $500 $0 24 Statistic Q1 Q2 Q3 Q4 YTD Tips Received 373 451 440 355 1,619 Tip Follow-ups 290 364 284 276 1,214 Arrests 16 2 5 4 27 Cases Cleared 19 2 4 4 29 Charges Laid 34 3 17 8 62 Fugitives 0 0 0 0 0 Administrative Discipline 0 0 0 0 0 # of Rewards Approved 8 11 7 6 32 Rewards Approved $1,661 $1,753 $491 $574 $4,478 # of Rewards Paid 0 2 0 0 2 Rewards Paid $0 $125 $0 $0 $125 # of Weapons Recovered 10 2 1 0 13 # of Vehicles Recovered 1 1 0 0 2 Property Recovered $2,000 $35,000 $0 $500 $37,500 Cash Recovered $12,553 $0 $0 $3,000 $15,553 Drugs Seized $121,100 $0 $500 $3,015 $124,615 Total Recovered $135,653 $35,000 $500 $6,515 $177,668 Elgin Group Annual Billing Report The average 2022 municipal policing cost per property (for municipalities billed applying the OPP Billing Model) across the province (including the cost of all contract enhancements) is $354.80, a decrease of $0.26. The total estimated cost recovery is up by $5.9M or 1.4%. The 2022 Estimate of Base Services cost per property is a record low at $172.07. The trend of year over year increased Calls for Service workload allocation continues. The 2022 Base Services vs. Calls for Service workload allocation split is 51.3% : 48.7% (2021 - 53.1% : 46.9%). The total 2020 reconciled costs recovered under the billing model were slightly lower than estimated, a 0.2% reduction, while the total 2020 reconciled Base and Calls for Service costs were slightly higher than estimated, up 0.8% due to cost increases in benefits (WSIB, pensions, and termination pay). Overall, overtime cost increased slightly compared to estimated, up 0.6%. Court security and prisoner transportation costs were less than estimated by 20% and 37% respectively. Contract enhancements were 13% less than estimated. Elgin County OPP remain committed to the efficient implementation of cost effective policing and have implemented a number of strategies to reduce the use of overtime, including the creation of overlap shifts from 2:00 pm to 2:00 am, and noon to midnight shifts to match peak time frames for calls for service. In addition, there are target staffing policies that govern when officers are called in to work on overtime. 25 All Calls for Service by Hour of Day Trend Elgin Group Revenue Report The chart below outlines the revenue collected on behalf of the municipality for services provided through criminal records checks completed by Elgin Detachment in 2021. 3382442261321121152044147168621034106210381148115012058527056636285805444923890 200 400 600 800 1000 1200 1400 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23# of OccurrencesHour of Day ALL CFS HOUR OF DAY TREND (ALL OFFENCE LEVELS) 26 R.I.D.E. Grant Each year, Elgin County OPP completes an application for a RIDE Grant through Mothers Against Drinking and Driving. In 2021, Elgin OPP received $13,243 to fund police officers at RIDE checks throughout the County, with the bulk of those checks occurring during the Festive RIDE Season. We are very proud and appreciative to be partners with Mothers Against Drinking and Driving in the fight to keep impaired drivers off our roadways. 27 Elgin County OPP Supports our Members and the Communities We Police Port Burwell Public School “Build a Boat” Project Elgin County OPP Supports Community Initiatives 28 Elgin OPP/Aylmer Police MCRT Partnership Elgin County Detachment Awards/Recognition Presentations 29 Elgin County OPP, 42696 John Wise Line, RR#5 St Thomas, ON. N5P 3S9 EMERGENCY CALL 911 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – Held Virtually Thursday, March 17, 2022 7:00 p.m. The March 17, 2022 Council Meeting was held virtually via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS C. VALERIE DONNELL DAN FROESE SUSAN CHILCOTT STAFF PRESENT: CAO|CLERK THOMAS THAYER DEPUTY CLERK MEAGAN ELLIOTT DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL FIRE CHIEF|BYLAW ENFORCEMENT OFFICER HARRY BARANIK MANAGER OF CAPITAL PROJECTS| WATER/WASTEWATER ED ROLOSON MANAGER OF PUBLIC WORKS STEVE ADAMS 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS Councillor Chilcott announced there is an Easter Egg Hunt being held on April 15, 2022 at 10:00 a.m. sharp at the Straffordville Community Park. This event is being hosted by the Straffordville Hall Foundation and the Straffordville Community Committee. Deputy Mayor Weisler announced that Elgin-Middlesex-London PC Candidate Rob Flack will be doing a meet-and-greet on Saturday, April 2, 2022 from 10:00 a.m. to 11:00 a.m. at the Periscope Playhouse in Port Burwell. Anyone is welcome to attend. Mayor Ketchabaw confirmed the date of the Candidate Information Session being hosted by Aylmer, Malahide and Bayham. This will take place at the Elgin Community Complex on Wednesday, April 27, 2022 from 7:00 p.m. to 9:00 p.m. Mayor Ketchabaw announced there is a Municipal Leadership event at the Periscope Playhouse on Saturday, April 9, 2022 from 1:30 p.m. to 4:30 p.m. 2022 Council Minutes March 17, 2022 2 5. DELEGATIONS 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Council Meeting held March 3, 2022 Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the minutes of the Council Meeting held March 3, 2022 be adopted. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 7. OPEN FORUM 8. MOTIONS AND NOTICE OF MOTION A. Councillor Chilcott re Port Burwell Boardwalk Moved by: Councillor Chilcott Seconded by: Councillor Froese WHEREAS the Department of Fisheries and Oceans (DFO) is a federal institution responsible for safeguarding water and managing Canada’s fisheries and oceans resources; AND WHEREAS the Port Burwell Boardwalk was a DFO asset located and accessed over Provincial lands owned by the Ministry of Natural Resources; AND WHEREAS the Port Burwell Boardwalk had fallen into a state of disrepair, requiring evaluation from the DFO; AND WHEREAS in February 2022, the DFO proceeded to remove the Port Burwell Boardwalk; AND WHEREAS concern has arisen from residents of the Bayham community regarding the removal of the Port Burwell Boardwalk; THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Bayham respectfully requests that a replacement for the Port Burwell Boardwalk be considered by the Department of Fisheries and Oceans as a passive recreational amenity for residents and visitors to Bayham; 2022 Council Minutes March 17, 2022 3 AND THAT correspondence identifying the request be sent to the appropriate Minister and the Member of Parliament (MP) on the matter. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 9. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 9.1 Correspondence 9.1.1 Receive for Information 9.1.2 Requiring Action 9.2 Reports to Council 10. PHYSICAL SERVICES – EMERGENCY SERVICES 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 10.2 Reports to Council A. Report PS-05/22 by Ed Roloson, Manager of Capital Projects – Water/Wastewater re Capital Items PW-10, PW-11 and PW-12 Request for Quotations for the Supply and Installation of Guardrails Moved by: Deputy Mayor Weisler Seconded by: Councillor Donnell THAT Report PS-05/22 re: Capital Items No. PW-10, PW-11, and PW-12 – Request for Quotations for the Supply and Installation of Guardrails be received for information; AND THAT Capital Items No. PW-10, PW-11, and PW-12 be awarded to Royal Fence Limited as quoted in the total amount of $123,747.00+HST. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x 2022 Council Minutes March 17, 2022 4 Mayor Ed Ketchabaw x CARRIED B. Report FR-05/22 by Harry Baranik, Fire Chief re 2021 Annual Fire and Emergency Services Report Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Report FR-05/22 re 2021 Annual Fire and Emergency Services Report be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED The Council Meeting recessed to host a Statutory Planning Public Meeting at 7:33 p.m. The Council Meeting resumed at 7:36 p.m. 11. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 11.1 Correspondence 11.1.1 Receive for Information A. Long Point Region Conservation Authority re 2021 Annual Report B. Notice of Passing of Zoning Amendment Application ZBA-01/22 Community of Christ – Corinth Congregation Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT correspondence items 11.1.1 A & B be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x 2022 Council Minutes March 17, 2022 5 Mayor Ed Ketchabaw x CARRIED 11.1.2 Requiring Action 11.2 Reports to Council A. Report DS-11/22 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Temporary Use and Demolition Agreement – Schep, 13377 Bayham Drive Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Report DS-11/22 re Schep Temporary Use and Demolition Agreement be received for information; AND THAT By-law No. 2022-019 being a by-law to authorize an Agreement between Teunis Jacob Schep and The Corporation of the Municipality of Bayham be presented for enactment. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 12. FINANCE AND ADMINISTRATION 12.1 Correspondence 12.1.1 Receive for Information A. Straffordville Hall Foundation & Straffordville Community Committee re 2022 Easter Egg Hunt B. Municipal Engineers Association re 2022 Bursary Awards Program C. Elgin Group Police Services Board re Secretary-Administrator Appointment D. AHI and TDMH re New President and CEO Announcement E. County of Elgin re March 8, 2022 Council Highlights F. Town of Bracebridge re Hospital Capital Funding G. Woolwich Township re Mental Health Supports 2022 Council Minutes March 17, 2022 6 H. Various Municipalities re Dissolve Ontario Land Tribunal Moved by: Councillor Donnell Seconded by: Councillor Froese THAT correspondence items 12.1.1 A-H be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 12.1.2 Requiring Action A. Jodi and Wayne Thibodeau re Hybrid Council Meetings Moved by: Councillor Froese Seconded by: Councillor Donnell THAT correspondence from Jodi and Wayne Thibodeau re Hybrid Council Meetings be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 12.2 Reports to Council A. Report CL-07/22 by Meagan Elliott, Deputy Clerk re 2022 Municipal Election Information Moved by: Councillor Donnell Seconded by: Councillor Froese THAT Report CL-07/22 re 2022 Municipal Election Information be received for information; THAT Council approve paper based, traditional ballot, vote anywhere, live voters list as the method of vote for the 2022 Municipal Election; 2022 Council Minutes March 17, 2022 7 THAT the Use of Corporate Resources for Election Purposes Policy be adopted as presented; AND THAT the appropriate by-laws be brought forward for Council’s consideration. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED B. Report CL-08/22 by Meagan Elliott, Deputy Clerk re Pregnancy and Parental Leave Policy – Council Moved by: Councillor Chilcott Seconded by: Councillor Donnell THAT Report CL-08/22 re Pregnancy and Parental Leave Policy – Council be received for information; THAT the Council Pregnancy & Parental Leave Policy be adopted as presented; AND THAT the appropriate by-law be brought forward for Council’s consideration. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED C. Report CAO-10/22 by Thomas Thayer, CAO|Clerk re Municipal and Straffordville Community Centre COVID-19 Reopening Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report CAO-10/22 re Municipal and Straffordville Community Centre COVID-19 Reopening be received for information. 2022 Council Minutes March 17, 2022 8 THAT the Face Covering Policy and COVID-19 Vaccination Verification Policy be repealed effective March 21, 2022; AND THAT the Straffordville Community Centre reopen for public rental effective April 4, 2022. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED D. Report CAO-11/22 by Thomas Thayer, CAO|Clerk re Ontario Trillium Foundation – Resilient Communities Fund Moved by: Councillor Donnell Seconded by: Deputy Mayor Weisler THAT Report CAO-11/22 re Ontario Trillium Foundation – Resilient Communities Fund be received for information; AND THAT staff be directed to submit an application to the Ontario Trillium Foundation – Resilient Communities Fund for a new website solution for the Municipality of Bayham. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 13. BY-LAWS A. By-law No. 2022-019 Being a by-law to authorize the execution of a temporary use and demolition agreement between Teunis Jacob Schep and the Corporation of the Municipality of Bayham B. By-law No. 2022-020 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and Hillenaar Consulting Inc. (Paul Hillenaar) 2022 Council Minutes March 17, 2022 9 C. By law No. 2022-021 Being a by-law to amend by-law 2022-011 being a by-law to appoint municipal officers and employees for the Municipality of Bayham D. By law No. 2022-023 Being a by-law to adopt a use of corporate resources for election purposes policy E. By law No. 2022-024 Being a by-law to delegate certain responsibilities through the restricted acts of Council known as “Lame Duck” period for 2022 F. By law No. 2022-025 Being a by-law to adopt a Council pregnancy & parental leave policy Moved by: Deputy Mayor Weisler Seconded by: Councillor Donnell THAT By-law No. 2022-019, 2022-020, 2022-021, 2022-023, 2022-024 and 2022-025 read a first, second and third time and finally passed. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 14. UNFINISHED BUSINESS 15. OTHER BUSINESS 15.1 In Camera A. Confidential Verbal Item re litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Gas Tax Properties) Moved by: Councillor Chilcott Seconded by: Councillor Donnell THAT the Council do now rise to enter into an “In Camera” Session at 8:24 p.m. to discuss: A. Confidential Verbal Item re litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Gas Tax Properties) Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x 2022 Council Minutes March 17, 2022 10 Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 15.2 Out of Camera Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the Council do now rise from the “In Camera” session at 8:30 p.m. and report on Confidential Verbal Item re litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Gas Tax Properties) Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED Moved by: Deputy Mayor Weisler Seconded by: Councillor Donnell THAT Confidential Verbal Item re litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Gas Tax Properties) be received for information; AND THAT staff proceed as directed. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 16. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2022-026 Being a by-law to confirm all actions of Council 2022 Council Minutes March 17, 2022 11 Moved by: Deputy Mayor Weisler Seconded by: Councillor Donnell THAT Confirming By-law No. 2022-026 be read a first, second and third time and finally passed Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 17. ADJOURNMENT Moved by: Councillor Donnell Seconded by: Councillor Froese THAT the Council meeting be adjourned at 8:32 p.m. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM STATUTORY PLANNING MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – Held Virtually Thursday, March 17, 2022 7:30 p.m. A. Wilhem and Agatha Hildebrandt – 55881 Light Line The March 17, 2022 Statutory Planning Meeting was held virtually via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS C. VALERIE DONNELL DAN FROESE SUSAN CHILCOTT STAFF PRESENT: CAO|CLERK THOMAS THAYER DEPUTY CLERK MEAGAN ELLIOTT DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL SIGNED IN ATTENDEES: WILL HILDEBRANDT 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:33 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. CHAIRMAN’S REMARKS ON THE PURPOSE OF THE MEETING The Chairman stated the purpose and effect of the proposed amendment. 4. PURPOSE AND EFFECT OF THE PROPOSED AMENDMENT A. Zoning Application ZBA-06/22 submitted by Wilhem and Agatha Hildebrandt THE PURPOSE of this By-law is an amendment to change the zoning regulations on an 8.9 ha (22 acre) parcel of land in the Estate Residential (ER) Zone to a site-specific Estate Residential (ER-xx) Zone, to permit: combined accessory building floor area maximum of 228 m2 (2,454 ft2) whereas 55 m2 (592 ft2) is the permitted maximum for personal storage; and, to permit an oversized accessory building for the keeping of livestock as a hobby farm in an existing accessory building with floor area maximum of 228 m2, in Zoning By-law No. Z456-2003. The subject lands are located on the south side of Light Line, east of Plank Road, known as 55881 Light Line. 2 Statutory Planning Minutes March 17, 2022 THE EFFECT of this By-law will be to permit a new 177 m2 (1,908 ft2) oversized accessory building (“workshop”) for personal and vehicle storage in addition to an existing accessory building with floor area of 50 m2 (540 ft2); and to recognize an existing accessory building (barn) with floor area of 228 m2 housing no more than 4-6 bulls at any one time. 5. PUBLIC PARTICIPATION The applicant was present for the meeting but no comments were made. 6. CORRESPONDENCE Two (2) items of correspondence were received by email. Both items will accompany the staff report when presented at the April 7, 2022 Regular Meeting of Council. 7. OTHER BUSINESS No other business. 8. ADJOURNMENT Moved by: Deputy Mayor Weisler Seconded by: Councillor Donnell THAT the Zoning By-law be considered at the regular meeting of April 7, 2022; AND THAT pursuant to the Planning Act requirements, the Public Meeting for Zoning Application ZBA-06/22 is now complete at 7:36 p.m. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED MAYOR CLERK Motion Pursuant to Section 6.8 of the Municipality of Bayham’s Procedural By-law No. 2022-003, a Motion or Notice of Motion may be proposed by a Member of Council and included on a Regular Session Agenda for discussion and Council consideration. A Motion will require a Seconder prior to consideration. ___________________________________________________________________________ Motion re Large Household Waste Pick-up Moved by: Mayor Ketchabaw Seconded by: WHEREAS, due to excessive cost, the Municipality of Bayham discontinued the large household waste pick-up event as part of its waste disposal program; AND WHEREAS the Municipality of Bayham has determined that the more recent past practice of an annual large household waste drop-off event held at the Public Works Yard is too expensive and inefficient to Municipal operations and has since discontinued the annual event; AND WHEREAS Council received Report PS-05/21, which outlined potential solutions for large item and hazardous waste disposal in Bayham; AND WHEREAS Municipal staff continue to collect data in preparation of a Report to Council on Norfolk County’s large household waste pilot program; AND WHEREAS the residents of Bayham have expressed a desire for a local solution to dispose of large household waste; AND WHEREAS the Municipality of Bayham’s 2021 year-end financial report included a favourable surplus for the Municipality, which may provide sufficient available resources to fund a one-time large household waste disposal pick-up event; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Bayham direct staff to investigate and report back on the feasibility of scheduling a one-time- only large household waste pick-up event for Bayham residents for 2022. Motion Pursuant to Section 6.8 of the Municipality of Bayham’s Procedural By-law No. 2022-003, a Motion or Notice of Motion may be proposed by a Member of Council and included on a Regular Session Agenda for discussion and Council consideration. A Motion will require a Seconder prior to consideration. ___________________________________________________________________________ Motion re Basketball Court in the Richmond Community Park Moved by: Councillor Chilcott Seconded by: WHEREAS the Municipality of Bayham oversees and maintains the Richmond Community Park in the hamlet of Richmond; AND WHEREAS, in September 2021, Council considered an application to the Ontario Trillium Foundation – Community Building Fund; AND WHEREAS, during the above-noted consideration, Council deliberated an application for a basketball court in the Richmond Community Park and ultimately directed staff to submit an application for a different project; AND WHEREAS the Municipality collects payment-in-lieu-of-parkland fees for severed lots and holds these funds in the Parkland Reserve Fund; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Bayham direct staff to investigate and report back on the costs associated with the construction of a basketball court in the Richmond Community Park to be funded from the Parkland Reserve Fund. Motion Pursuant to Section 6.8 of the Municipality of Bayham’s Procedural By-law No. 2022-003, a Motion or Notice of Motion may be proposed by a Member of Council and included on a Regular Session Agenda for discussion and Council consideration. A Motion will require a Seconder prior to consideration. ___________________________________________________________________________ Motion re Municipal Accommodation Tax Moved by: Councillor Donnell Seconded by: WHEREAS short-term accommodations and rentals have growth substantially in popularity in recent years; AND WHEREAS, in May 2017, the Province enacted Bill 127, Stronger, Healthier Ontario Act, 2017, providing municipalities with an additional mechanism to fund and promote tourism; AND WHEREAS Bill 127 provides municipalities the authority to levy a transient accommodation tax (hotel tax); AND WHEREAS, on December 1, 2017, the Transient Accommodation Regulation 435/17 came into force and effect, outlining provisions for Ontario municipalities to implement a Municipal Accommodation Tax (MAT); THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Bayham direct staff to investigate and report back on the benefits and challenges of implementing a Municipal Accommodation Tax (MAT) for the Municipality of Bayham. REPORT PHYSICAL SERVICES TO: Mayor & Members of Council FROM: Ed Roloson, Manager of Capital Projects - Water/Wastewater Operations DATE: April 7, 2022 REPORT: PS-06/22 SUBJECT: ANNUAL DRINKING WATER INSPECTION REPORTING FOR THE BAYHAM AND RICHMOND DRINKING WATER SYSTEMS – REPORTING YEAR 2021-2022 BACKGROUND: The Ministry of Environment, Conservation and Parks (MECP) on an annual basis conducts rigorous and comprehensive inspections of municipal drinking water systems with the objective of determining compliance with the requirements under the Safe Drinking Water Act and associated regulations. ATTACHMENTS: 1. MECP Drinking Water Inspection Reports for the Bayham & Richmond Drinking Water Systems. RECOMMENDATION 1. THAT Report PS-06/22 re: MECP Annual Drinking Water Inspection Reports for the Bayham and Richmond Drinking Water Systems be received for information. Respectfully Submitted by: Reviewed by: _________________________ __________________________ Ed Roloson Thomas Thayer, CMO Manager of Capital Projects – CAO/Clerk Water/Wastewater Operations Page | 1 Ministry of the Environment, Conservation and Parks Drinking Water and Environmental Compliance Division 733 Exeter Rd London ON N6E 1L3 Tel (519) 873-5000 Fax (519) 873-5020 Ministère de l’Environnement, de la Protection de la nature et des Parcs Division de la conformité en matière d’eau potable et d’environnement 733, rue Exeter London ON N6E 1L3 Tel (519) 873-5000 Fax (519) 873-5020 File No. EL-BA-HE-540 WW# 260004748 March 2, 2022 The Corporation of the Municipality of Bayham 56169 Heritage Line, PO Box 160 Straffordville, Ontario N0J 1Y0 Attention: Mr. Thomas Thayer (Chief Administrative Officer/ Clerk) Re: Municipality of Bayham Distribution (Water Works #260004748) Inspection conducted on December 22, 2021 The enclosed Drinking Water Inspection Report outlines non-compliance, if any, with Ministry legislation, and policies for the above noted water system. Violations noted in this report, if any, have been evaluated based on community risk. These violations will be monitored for compliance with the minimum standards for drinking water in Ontario as set forth under the Safe Drinking Water Act and associated regulations. Where risk is deemed to be high and/or compliance is an ongoing concern, violations will be forwarded to this Ministry’s Investigation and Enforcement Branch. Section 19 of the Safe Drinking Water Act (Standard of Care) creates a number of obligations for individuals who exercise decision-making authority over municipal drinking water systems. Please be aware that the Ministry has encouraged such individuals, particularly municipal councillors, to take steps to be better informed about the drinking water systems over which they have decision-making authority. These steps could include asking for a copy of this inspection report and a review of its findings. Further information about Section 19 can be found in “Taking Care of Your Drinking Water: A guide for members of municipal council” found under “Resources” on the Drinking Water Ontario website at www.ontario.ca/drinkingwater. Please note the attached IRR methodology memo describing how the risk rating model has improved to better reflect the health related and administrative non-compliance found in an inspection report. IRR ratings are published (for the previous inspection year) in the Ministry’s Chief Drinking Water Inspector’s Annual Report. Please note that due to a change in IT systems, the Inspection Rating Report (IRR) cannot be generated at the same time as the inspection report. The IRR Page | 2 will be sent separately and prior to any public release (typically within 1-2 month of the completion of the inspection). If you have any questions regarding the report, please feel free to call me at (519) 317-8039 Yours truly, Jim Miller Provincial Officer London District Office jim.w.miller@ontario.ca cc. Mr. Ed Roloson Southwestern Public Health Long Point Conservation Authority London District File Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs We want to hear from you. How was my service? You can provide feedback at 1-888-745-8888 or Ontario.ca/inspectionfeedback MUNICIPALITY OF BAYHAM DISTRIBUTION SYSTEM , Inspection Report System Number:260004748 Inspection Start Date:02/08/2022 Inspection End Date:02/23/2022 Inspected By:Jim Miller Badge #: 1102 __________________ (signature) Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 NON-COMPLIANCE/NON-CONFORMANCE ITEMS The following item(s) have been identified as non-compliance/non-conformance, based on a "No" response captured for a legislative or best management practice (BMP) question (s), respectively. Question Group: Other Inspection Findings Question ID MRDW1116000 Question Question Type Legislative Requirement Were the inspection questions sufficient to address other identified best practice issues? BMP Not Applicable Observation/Corrective Action(s) The following issues were also noted during the inspection: During review of the Bayham Water Distribution contingency plans, it was found that further consideration by the owner/operator regarding operational protocols to identify potential risk of water taking from the fire hydrants. Drinking Water Standalone Distribution Systems may have water taking limits pending the ability to provide the following: sufficient water supply, adequate water storage, ability to maintain distribution system pressure during abnormal use, and allowable peak flow capacity during times of heavy water taking. Fire protection is one of the most critical operations of the water distribution system. At times of water taking the system must be operated within the design limits of the infrastructure to prevent catastrophic failure. The result of such failure could result in not only loss of fire protection, but the contamination and loss of safe potable water provided to system users. A line of communication between the fire service and water distribution operations would be beneficial not only during the water taking for fire protection but also identify the location of the fire hydrants used. Notification to the water operation personnel would also be beneficial to ensure any additional operational steps be taken regarding water storage levels and that water flow is maintained as per the systems capacity during the operation of the fire hydrant. Communication such as this would help to ensure that a qualified person conducted a physical inspection of the fire hydrant to check operation and proper drainage to prevent hydrant barrel freezing during cold weather. The inspection is mandated under the Fire Code section "6.6.5.1. Hydrants shall be inspected annually and after each use in accordance with Articles 6.6.5.2. to 6.6.5.5." It is recommended that further consideration regarding operational reporting/protocols as identified above are reviewed by the Owner/System Water Department, and Bayham Fire and Emergency Services. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 INSPECTION DETAILS This section includes all questions that were assessed during the inspection. Ministry Program: Regulated Activity: DRINKING WATER : DW Municipal Residential Question ID MRDW1001000 Question Question Type Legislative Requirement What was the scope of this inspection?Information Not Applicable Observation The primary focus of this inspection is to confirm compliance with Ministry of the Environment, Conservation and Parks (MECP) legislation as well as evaluating conformance with ministry drinking water policies and guidelines during the inspection period. The ministry utilizes a comprehensive, multi-barrier approach in the inspection of water systems that focuses on the source, treatment, and distribution components as well as management practices. This drinking water system is subject to the legislative requirements of the Safe Drinking Water Act, 2002 (SDWA) and regulations made therein, including Ontario Regulation 170/03, "Drinking Water Systems" (O.Reg. 170/03). This inspection has been conducted pursuant to Section 81 of the SDWA. This inspection report does not suggest that all applicable legislation and regulations were evaluated. It remains the responsibility of the owner to ensure compliance with all applicable legislative and regulatory requirements. Provincial Officer Jim Miller conducted a physical inspection of the Bayham Distribution System WW #260004748 on December 22, 2021. Documentation reviewed in association with this report included, but were not limited to: 1. Municipal Drinking Water Licence #061-101, Issue #4 dated February 6, 2020. 2. Drinking Water Works Permit #061-201, Issue #4 dated February 6, 2020. This report also includes a review, and assessment of compliance and operating practices in relation to the following Acts and Regulations: 1/ Safe Drinking Water Act, 2002; 2/ Ontario Regulation 170/03; 3/ Ontario Drinking-Water Quality Standards O. Reg. 169/03; 4/ Ontario Water Resources Act, 1990; 5/ Certification of Drinking-Water System Operators and Water Quality Analysts Regulation, O. Reg. 128/04; 6/ Environmental Protection Act, 1990; Treated water is supplied to the communities of Port Burwell and Vienna from the Elgin Area Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 Primary Water Supply System. Secondary disinfection is provided for this system by the Port Burwell Secondary Water Supply System. Other documents reviewed include Annual Reports, microbiological and chemical testing results, etc. It should be noted that this inspection period covers the period from January 1, 2021 to December 31, 2021 were reviewed in conjunction with this compliance evaluation. Question ID MRDW1000000 Question Question Type Legislative Requirement Does this drinking water system provide primary disinfection? Information Not Applicable Observation This Drinking Water System provides for only secondary disinfection and distribution of water. Primary disinfection is undertaken by another regulated Drinking Water System which provides treated water to this Drinking Water System. Question ID MRDW1036000 Question Question Type Legislative Requirement Where continuous monitoring equipment is not used for chlorine residual analysis, are samples tested using an acceptable portable device? Legislative SDWA | O. Reg. 170/03 | 6-7 | (1) Observation Samples for chlorine residual analysis were tested using an acceptable portable device. The operators use a HACH colorimeter to test the chlorine residual concentrations in the water distribution system. The operators check the calibration of these devices using color standards and a record is made of these calibration checks. Question ID MRDW1033000 Question Question Type Legislative Requirement Is the secondary disinfectant residual measured as required for the large municipal residential distribution system? Legislative SDWA | O. Reg. 170/03 | 7-2 | (3), SDWA | O. Reg. 170/03 | 7-2 | (4) Observation The secondary disinfectant residual was measured as required for the distribution system. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 Records reviewed indicate that secondary disinfection is maintained in the Bayham Water Distribution System. All distribution free available chlorine (FAC) residual measurements provided by the Owner/Operating Authority, during the inspection review were appropriately documented including the time, date, FAC residual and the person who analyzed the sample. The operator typically sampled seven (7) times each week from multiple locations in the distribution system on a 4 and 3 rotation with minimum 48 hours apart each week. Question ID MRDW1018000 Question Question Type Legislative Requirement Has the owner ensured that all equipment is installed in accordance with Schedule A and Schedule C of the Drinking Water Works Permit? Legislative SDWA | 31 | (1) Observation The owner had ensured that all equipment was installed in accordance with Schedule A and Schedule C of the Drinking Water Works Permit. During the physical inspection of the water system, all equipment listed in Schedule A of DWWP 061-201 issue 4 was observed to be comparatively consistent with the DWWP issued February 6, 2020. Question ID MRDW1025000 Question Question Type Legislative Requirement Were all parts of the drinking water system that came in contact with drinking water (added, modified, replaced or extended) disinfected in accordance with a procedure listed in Schedule B of the Drinking Water Works Permit? Legislative SDWA | 31 | (1) Observation All parts of the drinking water system were disinfected in accordance with a procedure listed in Schedule B of the Drinking Water Works Permit. Drinking Water Works Permit #061-201, Issue #4 Section 2.3 of Schedule B stipulates that all parts of the drinking water system in contact with drinking water which are added, modified, replaced, extended; or taken out of service for inspection, repair or other activities that may lead to contamination, shall be disinfected before being put into service in accordance with a procedure approved by the Director or in accordance with the applicable provisions of the following documents: a) The ministry's Watermain Disinfection Procedure, dated November 2015; b) Subject to condition 2.3.2, any updated version of the ministry's Watermain Disinfection Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 Procedure; c) AWWA C652 – Standard for Disinfection of Water-Storage Facilities; d) AWWA C653 – Standard for Disinfection of Water Treatment Plants; and e) AWWA C654 – Standard for Disinfection of Wells. A review of the documentation provided indicate that the operator has met with the minimum required record keeping requirements as stated in Section 4.0 (Documentation) of the Ministry's "Watermain Disinfection Procedure". It is recommended that the owner review/update the watermain disinfection recording and testing procedures to ensure chlorine concentrations meet the accuracy needed to ensure compliance listed in Table 1 "Chlorine Concentrations and Contact Times for New Watermains." Please note updated version: "Watermain Disinfection Procedure - Final Version - May 14, 2020" Question ID MRDW1027000 Question Question Type Legislative Requirement Does the owner have evidence indicating that all chemicals and materials which come in contact with water within the drinking water system have met all applicable AWWA and ANSI standards in accordance with the DWWP and MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation The owner had evidence indicating that all chemicals and materials that come in contact with water within the drinking water system met the AWWA and ANSI standards in accordance with the Municipal Drinking Water Licence and Drinking Water Works Permit issued under Part V of the SDWA. The Owner has information in the Operations and Maintenance Manual to indicate that the sodium hypochlorite that is used for maintenance of the water distribution system met the NSF / ANSI Standard 60 for water treatment chemicals. Question ID MRDW1028000 Question Question Type Legislative Requirement Are up-to-date plans for the drinking water system kept in place, or made available in such a manner, that they may be readily viewed by all persons responsible for all or part of the operation of the drinking water system in accordance with the DWWP and MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation Up-to-date plans for the drinking water system were kept in a place, or made available in such a Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 manner, that they could be readily viewed by all persons responsible for all or part of the operation of the drinking water system in accordance with the DWWP and MDWL issued under Part V of the SDWA. The Owner provided a copy of the up-to-date plans / drawings for the distribution system components. These plans are readily available to staff for review. Question ID MRDW1046000 Question Question Type Legislative Requirement Is there a backflow prevention program, policy and/or bylaw in place that addresses cross connections and connections to high hazard facilities? BMP Not Applicable Observation There is a backflow prevention program, policy and/or bylaw in place. There is a policy in place in regards to cross connections and backflow prevention. The policy indicates that "no person shall connect, cause to be connected or permit to remain connected to the potable water system in a manner which may allow for water, wastewater, non-potable water, or any liquid or chemical to enter the waterworks system." Question ID MRDW1048000 Question Question Type Legislative Requirement Has the owner implemented a program for the flushing of watermains as per industry standards? BMP Not Applicable Observation The owner had implemented a program for the flushing of watermains as per industry standards. The Owner has a maintenance procedure for the flushing of watermains. Log records indicate that flushing of watermains occurs on a yearly basis and records are maintained of this activity. Question ID MRDW1049000 Question Question Type Legislative Requirement Do records confirm that disinfectant residuals are routinely checked at the extremities and dead ends of the distribution system? BMP Not Applicable Observation Records confirmed that disinfectant residuals were routinely checked at the extremities and "dead ends" of the distribution system. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 Question ID MRDW1050000 Question Question Type Legislative Requirement Is there a program in place for inspecting and exercising valves? BMP Not Applicable Observation A program was in place for inspecting and exercising valves. The Owner indicated that a program for exercising valves is in place. There are logbook entries that indicate that operators exercise valves. All valves are typically tested and exercised manually on a yearly basis and records are kept of this maintenance activity. Question ID MRDW1051000 Question Question Type Legislative Requirement Is there a program in place for inspecting and operating hydrants? BMP Not Applicable Observation There was a program in place for inspecting and operating hydrants. The Owner has a maintenance schedule for the operation of fire hydrants. Log records indicate that hydrants are exercised once per year and there were records maintained of this activity. Question ID MRDW1052000 Question Question Type Legislative Requirement Is there a by-law or policy in place limiting access to hydrants? BMP Not Applicable Observation There was a by-law or policy in place limiting access to hydrants. Bayham water by-law 2014-099 indicates that "no person other than authorized employees or agents of the Municipality shall operate or take water from any Municipal or private hydrant". Question ID MRDW1053000 Question Question Type Legislative Requirement Is the Owner able to maintain proper pressures in the distribution system and is pressure monitored to alert the operator of conditions which may lead to loss of pressure below the value under which the system is designed to operate? BMP Not Applicable Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 Observation The owner was able to maintain proper pressures in the distribution system and pressure was monitored to alert the operator of conditions which may lead to loss of pressure below the value under which the system is designed to operate. Log entries provided during the inspection period, indicate that any low pressure problems related to maintenance of the distribution system have been responded to by the operator and appropriate actions taken. Question ID MRDW1056000 Question Question Type Legislative Requirement Has the donor provided an Annual Report to the receiver drinking water system? Information Not Applicable Observation The donor had provided an Annual Report to the receiver drinking water system. The Elgin Area Primary Water Supply System and the Port Burwell Area Secondary Water Supply System provide a copy of their Annual Reports to all water systems that receive water. The Annual Report is sent by email to all receiver systems. The Annual Report can also be viewed on the municipal web site. Question ID MRDW1058000 Question Question Type Legislative Requirement Do operators and maintenance personnel have ready access to operations and maintenance manuals? Legislative SDWA | O. Reg. 128/04 | 28 Observation Operators and maintenance personnel had ready access to operations and maintenance manuals. The Operations Manual is stored in an accessible location and is available to all operational staff. The Operations Manual contains the following: plans; drawings, system descriptions, water distribution operator duties, emergency procedures, disinfection procedures and other guidance materials typical of an Operations Manual. Also in the manual is a sampling plan which includes instructions pertaining to the identification of adverse drinking water conditions as well as prescribed notifications and corrective actions. Question ID MRDW1063000 Question Question Type Legislative Requirement For every required operational test and for every required sample, is a record made of the date, time, location, name of Legislative SDWA | O. Reg. 170/03 | 6-10 | (1) Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 the person conducting the test and result of the test? Observation For every required operational test and every required sample, a record was made of the date, time, location, name of the person conducting the test and result of the test. A review of Chain of Custody forms and log records related to regulated water samples indicate that the appropriate information is being recorded by operators. Question ID MRDW1064000 Question Question Type Legislative Requirement Did the operator-in-charge ensure that records were maintained of all adjustments made to the processes within his or her responsibility? Legislative SDWA | O. Reg. 128/04 | 26 | (2) Observation The operator-in-charge ensured that records were maintained of all adjustments made to the processes within his or her responsibility. The operator-in-charge (OIC) inputs data into logbooks and log sheets concerning observations, adjustments and maintenance performed on the drinking water system. The OIC is required to direct other operators regarding system operation and maintenance and logbook / log sheet entries. A review of logbooks indicate that work performed in the water distribution system is found in the distribution logbook located at the Port Burwell Sewage Plant. The logbook entries include the date, time, information related to the activity and the operator initial. It should be noted that the Municipality of Bayham has implemented a new electronic digital log recording system. Operator's are entering operational activities (secured log entry) in real time via a portable tablet system. Question ID MRDW1065000 Question Question Type Legislative Requirement Are logs and other record keeping mechanisms available for at least five (5) years? Legislative SDWA | O. Reg. 128/04 | 27 | (6) Observation Logs or other record keeping mechanisms were available for at least five (5) years. The Owner indicated that records are kept for an extended period of time and that there is a records retention bylaw in place. In accordance with O. Reg. 128/04 section 27 (6) "The owner or operating authority shall ensure that logs and other record-keeping mechanisms are accessible at the subsystem, Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 (a) for at least five years after the last entry in it was made, in the case of a log or record keeping mechanism that is kept in a book or document form or kept on a similarly fixed basis; or (b) for at least five years after each entry in it was made, in the case of a log or record- keeping mechanism that is kept on a loose-leaf or electronic basis or kept on a similarly continuous basis." O. Reg. 128/04, s. 27 (6). Question ID MRDW1059000 Question Question Type Legislative Requirement Do the operations and maintenance manuals contain plans, drawings and process descriptions sufficient for the safe and efficient operation of the system? Legislative SDWA | O. Reg. 128/04 | 28 Observation The operations and maintenance manuals contained plans, drawings and process descriptions sufficient for the safe and efficient operation of the system. The Owner/Operating Authority provided documentation confirming that the operators and maintenance personnel in the subsystem have been provided ready access to comprehensive operation and maintenance manuals that contain plans, drawings and process descriptions sufficient for the safe and efficient operation of the subsystem as required by O. Reg. 128/04, s. 28. Question ID MRDW1060000 Question Question Type Legislative Requirement Do the operations and maintenance manuals meet the requirements of the DWWP and MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation The operations and maintenance manuals met the requirements of the Drinking Water Works Permit and Municipal Drinking Water Licence issued under Part V of the SDWA. The Municipality of Bayham Distribution System Operations and Management document meets the requirements stipulated in Section 16 of the current Municipal Drinking Water Licence Question ID MRDW1061000 Question Question Type Legislative Requirement Are logbooks properly maintained and contain the required information? Legislative SDWA | O. Reg. 128/04 | 27 | (1), SDWA | O. Reg. 128/04 | 27 | (2), SDWA | O. Reg. 128/04 | 27 | (3), Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 SDWA | O. Reg. 128/04 | 27 | (4), SDWA | O. Reg. 128/04 | 27 | (5), SDWA | O. Reg. 128/04 | 27 | (6), SDWA | O. Reg. 128/04 | 27 | (7) Observation Logbooks were properly maintained and contained the required information. During the review of the Bayham Distribution logbooks, it was found that entries had been made by the operators to fulfill the requirements as prescribed under O. Reg. 128/04 s 27. Logbook records identifying daily activities, operational checks, etc. was in place at the time of inspection. Operational logs are a key component for the safe and efficient operation of a facility. Logs or other record- keeping mechanisms are required to document the operation of the drinking water system and corrective actions taken to adverse situations. It should be noted that the Municipality of Bayham has implemented a new electronic digital log recording system. Operator's are entering operational activities (secured log entry) in real time via a portable tablet system. All information entered is validated as per the date and time entries made by each operator. The digital log information is currently backed up at three separate locations to help prevent any loss of information. Read only access to the digital data base was granted to the MECP for inspection. Review of the log records provided for the inspection period are compliant with the legislative requirements. Question ID MRDW1062000 Question Question Type Legislative Requirement Do records or other record keeping mechanisms confirm that operational testing not performed by continuous monitoring equipment is being done by a certified operator, water quality analyst, or person who meets the requirements of O. Reg. 170/03 7-5? Legislative SDWA | O. Reg. 170/03 | 7-5 Observation Records or other record keeping mechanisms confirmed that operational testing not performed by continuous monitoring equipment was being done by a certified operator, water quality analyst, or person who suffices the requirements of O. Reg. 170/03 7-5. All log records regarding O. Reg. 170/03 7-5 reviewed during the inspection period, identified the names of all operators of the facility and their respective signatures and/or initials. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 It should be noted that any entries in the log must be identified by the person making the entry in the logs. An example of this is if multiple operators make entries in the log. If this occurs, those persons must clearly identify who made the entry (i.e. by signature or initial). Question ID MRDW1066000 Question Question Type Legislative Requirement Is spill containment provided for process chemicals and standby power generator fuel? BMP Not Applicable Observation Spill containment was provided for process chemicals and/or standby power generator fuel. Question ID MRDW1067000 Question Question Type Legislative Requirement Are clean-up equipment and materials in place for the clean up of spills? BMP Not Applicable Observation Clean-up equipment and materials were in place for the clean up of spills. Question ID MRDW1071000 Question Question Type Legislative Requirement Has the owner provided security measures to protect components of the drinking water system? BMP Not Applicable Observation The owner had provided security measures to protect components of the drinking water system. The booster pump station has a locked cabinet and is visited regularly by system operators. Question ID MRDW1072000 Question Question Type Legislative Requirement Has the owner and/or operating authority undertaken efforts to promote water conservation and reduce water losses in their system? BMP Not Applicable Observation The owner and/or operating authority undertook efforts to promote water conservation and reduce water losses in their system. The Owner indicated that there is a water conservation provision in a by-law in place for the Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 Municipality of Bayham. Section 8.2 of the by-law indicates that a temporary watering ban may be issued at any time of the year due to issues with the primary water supply system, a level 2 drought warning and any scheduled maintenance on the waterworks that could potentially affect the water supply. Question ID MRDW1073000 Question Question Type Legislative Requirement Has the overall responsible operator been designated for all subsystems which comprise the drinking water system? Legislative SDWA | O. Reg. 128/04 | 23 | (1) Observation The overall responsible operator has been designated for each subsystem. The Bayham Distribution System is classed as a Water Distribution Subsystem Class 1. At the time of the inspection, the designated (and back-up) ORO possessed an operator certificate that was equal or greater than the classification level of the distribution system. Question ID MRDW1074000 Question Question Type Legislative Requirement Have operators in charge been designated for all subsystems for which comprise the drinking water system? Legislative SDWA | O. Reg. 128/04 | 25 | (1) Observation Operators-in-charge had been designated for all subsystems which comprised the drinking water system. During the inspection period, it was found that the Operators responsible for the operations of the Bayham Water Distribution System recorded the names of the operator-in-charge (OIC) in the facility log records. The Owner must ensure that one or more operators are designated as operator- in-charge (OIC) for each day that the facility is in operation. An OIC can be any operator with an applicable certificate to the type of operated subsystem. An operator-in-training (OIT) cannot be designated as an OIC; any log entries made by the OIT must be approved by the OIC and clearly documented in the log at the time of entry. In accordance with O. Reg. 128/04 s. 25 (1) The owner or operating authority of a subsystem or a person authorized by the owner or operating authority shall designate one or more operators as operators-in-charge of the subsystem. O. Reg. 128/04, s. 25 (1). Question ID MRDW1075000 Question Question Type Legislative Requirement Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 Do all operators possess the required certification?Legislative SDWA | O. Reg. 128/04 | 22 Observation All operators possessed the required certification. A review of the operational staff certificates indicates that during the inspection period, all operators of the drinking water system/subsystems had adequate certification. Question ID MRDW1076000 Question Question Type Legislative Requirement Do only certified operators make adjustments to the treatment equipment? Legislative SDWA | O. Reg. 170/03 | 1-2 | (2) Observation Only certified operators made adjustments to the treatment equipment. Documentation provided at the time of inspection, (logbooks and other record keeping mechanisms) indicated that only certified operational staff made adjustments to treatment/distribution system processes. The Owner/Operating Authority must be aware that the Safe Drinking Water Act (SDWA) Section 11. (1) 5 require the owner and/or the operating authority to ensure that the personnel at the drinking-water system are under the supervision of persons having the prescribed qualifications. The Owner/Operating Authority can reference the web site at the following link: https://www.ontario.ca/page/certification-guide-operators-and-water-quality-analysts "Certification Guide for Operators and Water Quality Analysts of Drinking Water Systems", section 5 "Certification of Operators" which identifies functions that must be performed by a certified operator. The Certification Guide identifies that certain duties must be performed by a certified operator, or at least have a certified operator (or P. Eng. designated as OIC) physically present and monitoring the work being performed. It also identifies duties that can be undertaken by uncertified personnel without the direct physical supervision of the person with prescribed qualifications. However, this does not relieve the OIC from ensuring responsibilities under O. Reg. 128/04 s. 26 (2) are met for any work in the drinking-water system. It is recommended that the guide be provided to the system operational staff for informational purposes to heighten operator's awareness, and to help them fully understand their legal responsibilities and certification compliance requirements. Question ID MRDW1078000 Question Question Type Legislative Requirement Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 In instances where the overall responsible operator was unable to act, was an adequately certified operator designated to act in place of the overall responsible operator? Legislative SDWA | O. Reg. 128/04 | 23 | (1), SDWA | O. Reg. 128/04 | 23 | (2), SDWA | O. Reg. 128/04 | 23 | (3), SDWA | O. Reg. 128/04 | 23 | (4), SDWA | O. Reg. 128/04 | 23 | (5), SDWA | O. Reg. 128/04 | 23 | (6), SDWA | O. Reg. 128/04 | 23 | (7) Observation An adequately licenced operator was designated to act in place of the overall responsible operator when the overall responsible operator was unable to act. During absences, the ORO assigns a back-up ORO to oversee the drinking water system and an adequately licensed operator was designated and documentation was provided. Question ID MRDW1099000 Question Question Type Legislative Requirement Do records show that all water sample results taken during the inspection review period did not exceed the values of tables 1, 2 and 3 of the Ontario Drinking Water Quality Standards (O. Reg.. 169/03)? Information Not Applicable Observation Records showed that all water sample results taken during the inspection review period did not exceed the values of tables 1, 2 and 3 of the Ontario Drinking Water Quality Standards (O.Reg. 169/03). There were no exceedances of the values of tables 1, 2, and 3 of the Ontario Drinking Water Quality Standards (Ontario Regulation 169/03) during the inspection review period. Question ID MRDW1081000 Question Question Type Legislative Requirement Are all microbiological water quality monitoring requirements for distribution samples being met? Legislative SDWA | O. Reg. 170/03 | 10-2 | (1),SDWA | O. Reg. 170/03 | 10- 2 | (2),SDWA | O. Reg. 170/03 | 10- Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 2 | (3) Observation All microbiological water quality monitoring requirements for distribution samples were being met. Ontario Regulation 170/03 - Schedule 10-2 stipulates that distribution water samples are required to be collected for testing every week within the frequency prescribed by the Regulation. Based on a service population of 1,590 the Owner is required to take a minimum of nine (9) distribution samples every month. Every distribution sample must be analyzed for: E. coli; total coliforms; and 25% of the required samples must be tested for general bacteria population expressed as colony counts on a heterotrophic plate count. A review of the records provided for the inspection review period indicate that this requirement has been met. Question ID MRDW1086000 Question Question Type Legislative Requirement Are all haloacetic acid water quality monitoring requirements prescribed by legislation conducted within the required frequency and at the required location? Legislative SDWA | O. Reg. 170/03 | 13-6.1 | (1),SDWA | O. Reg. 170/03 | 13- 6.1 | (2),SDWA | O. Reg. 170/03 | 13-6.1 | (3), SDWA | O. Reg. 170/03 | 13-6.1 | (4),SDWA | O. Reg. 170/03 | 13- 6.1 | (5),SDWA | O. Reg. 170/03 | 13-6.1 | (6) Observation All haloacetic acid water quality monitoring requirements prescribed by legislation are being conducted within the required frequency and at the required location. In accordance with Ontario Regulation 170/03 Schedule 13-6.1, the owner and operating authority shall ensure that at least one distribution water sample that is likely to have an elevated potential for the formation of Haloacetic acids (HAAs) is collected and tested for Haloacetic acids each calendar quarter. Haloacetic Acid monitoring was completed on the following dates during the inspection period: Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 January 11, 2021 (16.3 ug/L), April 13, 2021 (21.8 ug/L), July 06, 2020 (25.1 ug/L) October 05, 2021 (28.2 ug/L) and January 10, 2022 (19.9 ug/L) O. Reg. 169/03 standard (80 ug/L) and the O. Reg. 170/03 reporting requirements for HAAs came into effect on January 1, 2020, Owners/Operating authorities must perform the following calculations to determine compliance with the standard. As per O. Reg 170/03 Schedule13-6.1 (3) "(3) For the purposes of Schedule 2 to the Ontario Drinking Water Quality Standards, the running annual average of quarterly results with respect to haloacetic acids shall be calculated for each calendar quarter by using the following formula: [A + B + C + D] ÷ 4 in which, "A" is the average of all the results from the samples tested under subsection (2) in that calendar quarter, "B" is the average of all the results from the samples tested under subsection (2) in the most recent calendar quarter preceding the calendar quarter referred to in "A" in which testing was carried out, "C" is the average of all the results from the samples tested under subsection (2) in the most recent calendar quarter preceding the calendar quarter referred to in "B" in which testing was carried out, and "D" is the average of all the results from the samples tested under subsection (2) in the most recent calendar quarter preceding the calendar quarter referred to in "C" in which testing was carried out." A running annual average for each quarter must be calculated and recorded to ensure compliance has been met after each quarter. All sample results for this inspection period show that the distribution water is within acceptable limits for Haloacetic acids as listed in Ontario Regulation 169/03. Question ID MRDW1087000 Question Question Type Legislative Requirement Have all trihalomethane water quality monitoring requirements prescribed by legislation been conducted within the required frequency and at the required location? Legislative SDWA | O. Reg. 170/03 | 13-6 | (1) Observation All trihalomethane water quality monitoring requirements prescribed by legislation were conducted within the required frequency and at the required location. Ontario Regulation 170/03 - Schedule 13-6 stipulates that the Owner of a drinking water system that provides chlorination or chloramination and the operating authority for the system shall Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 ensure that at least one distribution sample is taken in each calendar quarter, from a point in the drinking water system's distribution system, or plumbing that is connected to the drinking water system, that is likely to have an elevated potential for the formation of trihalomethanes. The Owner of the drinking water system and the operating authority for the system shall ensure that each of the samples taken under this subsection is tested for trihalomethanes (THMs). A review of records for this inspection period has shown samples have been collected and tested for THMs in each calendar quarter on the following dates: January 11, 2021 (59 ug/L), April 13, 2021 (41 ug/L), July 06, 2021 (65 ug/L) October 05, 2021 (66 ug/L) and January 10, 2022 (59 ug/L). All sample results for this inspection period show that the distribution water is within acceptable limits for THMs as listed in Ontario Regulation 169/03. Question ID MRDW1092000 Question Question Type Legislative Requirement Has the owner ensured that water samples are taken at the prescribed location? Legislative SDWA | O. Reg. 170/03 | 6-2 Observation The owner ensured that water samples were taken at the prescribed location. Question ID MRDW1095000 Question Question Type Legislative Requirement Have all lead sampling requirements prescribed by Schedule 15.1 of O.R. 170/03 been met? Legislative SDWA | O. Reg. 170/03 | 15.1-10, SDWA | O. Reg. 170/03 | 15.1-4 | (1),SDWA | O. Reg. 170/03 | 15.1-5 | (1), SDWA | O. Reg. 170/03 | 15.1-5 | (10),SDWA | O. Reg. 170/03 | 15.1-5 | (11), SDWA | O. Reg. 170/03 | 15.1-5 | (12),SDWA | O. Reg. 170/03 | 15.1-5 | (2), SDWA | O. Reg. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 170/03 | 15.1-5 | (3),SDWA | O. Reg. 170/03 | 15.1-5 | (4), SDWA | O. Reg. 170/03 | 15.1-5 | (5),SDWA | O. Reg. 170/03 | 15.1-5 | (6), SDWA | O. Reg. 170/03 | 15.1-5 | (7),SDWA | O. Reg. 170/03 | 15.1-5 | (8), SDWA | O. Reg. 170/03 | 15.1-5 | (9),SDWA | O. Reg. 170/03 | 15.1-7 | (1), SDWA | O. Reg. 170/03 | 15.1-7 | (2),SDWA | O. Reg. 170/03 | 15.1-7 | (3), SDWA | O. Reg. 170/03 | 15.1-7 | (4),SDWA | O. Reg. 170/03 | 15.1-9 | (1), SDWA | O. Reg. 170/03 | 15.1-9 | (2),SDWA | O. Reg. 170/03 | 15.1-9 | (3), SDWA | O. Reg. 170/03 | 15.1-9 | (4),SDWA | O. Reg. 170/03 | 15.1-9 | (5), SDWA | O. Reg. 170/03 | 15.1-9 | (6),SDWA | O. Reg. 170/03 | 15.1-9 | (7), SDWA | O. Reg. 170/03 | 15.1-9 | (8),SDWA | O. Reg. 170/03 | Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 15.1-9 | (9) Observation All sampling requirements for lead prescribed by schedule 15.1 of O. Reg. 170/03 were being met. Sample dates for Lead, Alkalinity, and pH were conducted by the operator on March 9, 2021 and August 30, 2021 at four (4) locations during each period throughout the water distribution system. Question ID MRDW1096000 Question Question Type Legislative Requirement Do records confirm that chlorine residual tests are being conducted at the same time and at the same location that microbiological samples are obtained? Legislative SDWA | O. Reg. 170/03 | 6-3 | (1) Observation Records confirmed that chlorine residual tests were being conducted at the same time and at the same location that microbiological samples were obtained. During the documentation review, records reviewed verify that chlorine residuals are being collected at the same time and location as microbiological samples from the treatment plant and the water distribution system. The Owner/Operator has fulfilled the requirements prescribed by O. Reg. 170/03 6-3(1) which requires a water sample be taken and tested for a microbiological parameter, the owner of the drinking water system and the operating authority for the system shall ensure that another sample is taken at the same time from the same location and is tested immediately for, (a) free chlorine residual, if the system provides chlorination and does not provide chloramination; or (b) combined chlorine residual, if the system provides chloramination. Question ID MRDW1098000 Question Question Type Legislative Requirement Has the owner indicated that the required records are kept and will be kept for the required time period? Legislative SDWA | O. Reg. 170/03 | 13 | (1), SDWA | O. Reg. 170/03 | 13 | (2), SDWA | O. Reg. 170/03 | 13 | (3) Observation The owner indicated that the required records are kept and will be kept for the required time period. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 Question ID MRDW1100000 Question Question Type Legislative Requirement Did any reportable adverse/exceedance conditions occur during the inspection period? Information Not Applicable Observation There were no reportable adverse/exceedances during the inspection period. Question ID MRDW1110000 Question Question Type Legislative Requirement Was an Annual Report containing the required information prepared by February 28 of the following year? Legislative SDWA | O. Reg. 170/03 | 11 | (6) Observation The Annual Report containing the required information was prepared by February 28th of the following year. The Annual Report is posted on the Municipality of Bayham website for public viewing. This report was presented to council on February 05, 2021. Question ID MRDW1116000 Question Question Type Legislative Requirement Were the inspection questions sufficient to address other identified best practice issues? BMP Not Applicable Observation The following issues were also noted during the inspection: During review of the Bayham Water Distribution contingency plans, it was found that further consideration by the owner/operator regarding operational protocols to identify potential risk of water taking from the fire hydrants. Drinking Water Standalone Distribution Systems may have water taking limits pending the ability to provide the following: sufficient water supply, adequate water storage, ability to maintain distribution system pressure during abnormal use, and allowable peak flow capacity during times of heavy water taking. Fire protection is one of the most critical operations of the water distribution system. At times of water taking the system must be operated within the design limits of the infrastructure to prevent catastrophic failure. The result of such failure could result in not only loss of fire protection, but the contamination and loss of safe potable water provided to system users. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967242 A line of communication between the fire service and water distribution operations would be beneficial not only during the water taking for fire protection but also identify the location of the fire hydrants used. Notification to the water operation personnel would also be beneficial to ensure any additional operational steps be taken regarding water storage levels and that water flow is maintained as per the systems capacity during the operation of the fire hydrant. Communication such as this would help to ensure that a qualified person conducted a physical inspection of the fire hydrant to check operation and proper drainage to prevent hydrant barrel freezing during cold weather. The inspection is mandated under the Fire Code section "6.6.5.1. Hydrants shall be inspected annually and after each use in accordance with Articles 6.6.5.2. to 6.6.5.5." It is recommended that further consideration regarding operational reporting/protocols as identified above are reviewed by the Owner/System Water Department, and Bayham Fire and Emergency Services. Question ID MRDW1111000 Question Question Type Legislative Requirement Have Summary Reports for municipal council been completed on time, include the required content, and distributed in accordance with the regulatory requirements? Legislative SDWA | O. Reg. 170/03 | 22-2 | (1),SDWA | O. Reg. 170/03 | 22- 2 | (2),SDWA | O. Reg. 170/03 | 22- 2 | (3),SDWA | O. Reg. 170/03 | 22- 2 | (4) Observation Summary Reports for municipal council were completed on time, included the required content, and were distributed in accordance with the regulatory requirements. The Summary Report for the Bayham Water Distribution System has the required content as specified in O. Reg.170/03, Schedule 22. The Report is required to be given to municipal council by March 31st of each year. The Owner provided information that indicated that the report was presented to council on February 05, 2021. APPLICATION OF THERISK METHODOLOGY USED FOR MEASURING MUNICIPAL RESIDENTIAL DRINKING WATER SYSTEM INSPECTION RESULTS The Ministry of the Environment (MOE) has a rigorous and comprehensive inspection program for municipal residential drinking water systems (MRDWS). Its objective is to determine the compliance of MRDWS with requirements under the Safe Drinking Water Act and associated regulations. It is the responsibility of the municipal residential drinking water system owner to ensure their drinking water systems are in compliance with all applicable legal requirements. This document describes the risk rating methodology, which has been applied to the findings of the Ministry’s MRDWS inspection results since fiscal year 2008-09. The primary goals of this assessment are to encourage ongoing improvement of these systems and to establish a way to measure this progress. MOE reviews the risk rating methodology every three years. The Ministry’s Municipal Residential Drinking Water Inspection Protocol contains 15 inspection modules consisting of approximately 100 regulatory questions. Those protocol questions are also linked to definitive guidance that ministry inspectors use when conducting MRDWS inspections. PIBS 6797e April 2012 ontario.ca/drinkingwater 2 APPLICATION OF RISK METHODOLOGY The questions address a wide range of regulatory issues, from administrative procedures to drinking water quality monitoring. The inspection protocol also contains a number of non-regulatory questions. A team of drinking water specialists in the ministry assessed each of the inspection protocol regulatory questions to determine the risk (not complying with the regulation) to the delivery of safe drinking water. This assessment was based on established provincial risk assessment principles, with each question re- ceiving a risk rating referred to as the Question Risk Rating. Based on the number of areas where a system is deemed to be non-compliant during the inspection, and the significance of these areas to administrative, environmental, and health consequences, a risk- based inspection rating is calculated by the ministry for each drinking water system. It is important to be aware that an inspection rating less than 100 per cent does not mean the drinking water from the system is unsafe. It shows areas where a system’s operation can improve. The ministry works with owners and operators of systems to make sure they know what they need to do to achieve full compliance. The inspection rating reflects the inspection results of the specific drinking water system for the report- ing year. Since the methodology is applied consis- tently over a period of years, it serves as a compara- tive measure both provincially and in relation to the individual system. Both the drinking water system and the public are able to track the performance over time, which encourages continuous improvement and allows systems to identify specific areas requir- ing attention. The ministry’s annual inspection program is an im- portant aspect of our drinking water safety net. The ministry and its partners share a common commit- ment to excellence and we continue to work toward the goal of 100 per cent regulatory compliance. Determining Potential to Compromise the Delivery of Safe Water The risk management approach used for MRDWS is aligned with the Government of Ontario’s Risk Management Framework. Risk management is a systematic approach to identifying potential hazards, understanding the likelihood and consequences of the hazards, and taking steps to reduce their risk if necessary and as appropriate. The Risk Management Framework provides a formu- la to be used in the determination of risk: Every regulatory question in the inspection proto- col possesses a likelihood value (L) for an assigned consequence value (C) as described in Table 1 and Table 2. TABLE 1: Likelihood of Consequence Occurring Likelihood Value 0% - 0.99% (Possible but Highly Unlikely)L = 0 1 – 10% (Unlikely)L = 1 11 – 49% (Possible)L = 2 50 – 89% (Likely)L = 3 90 – 100% (Almost Certain)L = 4 TABLE 2: Consequence Consequence Value Medium Administrative Consequence C = 1 Major Administrative Consequence C = 2 Minor Environmental Consequence C = 3 Minor Health Consequence C = 4 Medium Environmental Consequence C = 5 Major Environmental Consequence C = 6 Medium Health Consequence C = 7 Major Health Consequence C = 8 RISK = LIKELIHOOD × CONSEQUENCE (of the consequence) 3APPLICATION OF RISK METHODOLOGY The consequence values (0 through 8) are selected to align with other risk-based programs and projects currently under development or in use within the ministry as outlined in Table 2. The Question Risk Rating for each regulatory in- spection question is derived from an evaluation of every identified consequence and its correspond- ing likelihood of occurrence: • All levels of consequence are evaluated for their potential to occur • Greatest of all the combinations is selected. TABLE 3: Does the Operator in Charge ensure that the equipment and processes are monitored, inspected and evaluated? Risk = Likelihood × Consequence C=1 C=2 C=3 C=4 C=5 C=6 C=7 C=8 Medium Administrative Consequence Major Administrative Consequence Minor Environmental Consequence Minor Health Consequence Medium Environmental Consequence Major Environmental Consequence Medium Health Consequence Major Health Consequence L=4 (Almost Certain) L=1 (Unlikely L=2 (Possible) L=3 (Likely) L=3 (Likely) L=1 (Unlikely L=3 (Likely) L=2 (Possible) R=4 R=2 R=6 R=12 R=15 R=6 R=21 R=16 Application of the Methodology to Inspection Results The Question Risk Rating quantifies the risk of non-compliance of each question relative to the others. Questions with higher values are those with a potentially more significant impact on drinking water safety and a higher likelihood of occurrence. The highest possible value would be 32 (4×8) and the lowest would be 0 (0×1). Table 3 presents a sample question showing the risk rating determination process. Based on the results of a MRDWS inspection, an overall inspection risk rating is calculated. During an inspection, inspectors answer the questions related to regulatory compliance and input their “yes”, “no” or “not applicable” responses into the Ministry’s Laboratory and Waterworks Inspection System (LWIS) database. A “no” response indicates non- compliance. The maximum number of regulatory questions asked by an inspector varies by: system (i.e., distribution, stand-alone); type of inspection (i.e., focused, detailed); and source type (i.e., groundwater, surface water). The risk ratings of all non-compliant answers are summed and divided by the sum of the risk ratings of all questions asked (maximum question rating). The resulting inspection risk rating (as a percentage) is subtracted from 100 per cent to arrive at the final inspection rating. 4 APPLICATION OF RISK METHODOLOGY 1. Source 2. Permit to Take Water 3. Capacity Assessment 4. Treatment Processes 5. Treatment Process Monitoring 6. Process Wastewater 7. Distribution System 8. Operations Manuals 9. Logbooks 10. Contingency and Emergency Planning 11. Consumer Relations 12. Certification and Training 13. Water Quality Monitoring 14. Reporting, Notification and Corrective Actions 15. Other Inspection Findings For further information, please visit www.ontario.ca/drinkingwater Figure 1: Year Over Year Distribution of MRDWS Ratings Reporting Results to MRDWS Owners/Operators A summary of inspection findings for each system is generated in the form of an Inspection Rating Record (IRR). The findings are grouped into the 15 possible modules of the inspection protocol, 0 100 200 300 400 500 600 700 YEAR A YEAR B YEAR C YEAR D YEAR E 100% Rating NUMBER OF INSPECTION RATINGS>95% to 100%>90% to 95%>85% to 90%>50% to 80%>80% to 85% 512 538 572 586 585 137 117 92 77 75 18 13 5 7 7 12 16 8 12 9 33 26 22 18 17 233 281 349 344 406 279 257 223 242 179 5% RATING BANDING BY YEAR which would provide the system owner/operator with information on the areas where they need to improve. The 15 modules are: Application of the Methodology for Public Reporting The individual MRDWS Total Inspection Ratings are published with the ministry’s Chief Drinking Water Inspector’s Annual Report. Figure 1 presents the distribution of MRDWS rat- ings for a sample of annual inspections. Individual drinking water systems can compare against all the other inspected facilities over a period of inspection years. Ministry of the Environment, Conservation and Parks - Inspection Summary Rating Record (Reporting Year - 2021-2022) DWS Name:MUNICIPALITY OF BAYHAM DISTRIBUTION SYSTEM DWS Number:260004748 DWS Owner:THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Municipal Location:BAYHAM Regulation:O.REG. 170/03 DWS Category:DW Municipal Residential Type of Inspection:Detailed Inspection Date:Feb-8-2022 Ministry Office:London District Office Maximum Risk Rating:276 Inspection Module Non Compliance Rating Treatment Processes 0 / 76 Operations Manuals 0 / 42 Logbooks 0 / 30 Certification and Training 0 / 49 Water Quality Monitoring 0 / 71 Reporting & Corrective Actions 0 / 8 Overall - Calculated 0 / 276 Inspection Risk Rating:0.00% Final Inspection Rating:100.00% Inspection Rating Record Generated On 2022-03-16 (Inspection ID: 1-29967242) Ministry of the Environment, Conservation and Parks - Detailed Inspection Rating Record (Reporting Year - 2021-2022) DWS Name:MUNICIPALITY OF BAYHAM DISTRIBUTION SYSTEM DWS Number:260004748 DWS Owner Name:THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Municipal Location:BAYHAM Regulation:O.REG. 170/03 DWS Category:DW Municipal Residential Type of Inspection:Detailed Inspection Date:Feb-8-2022 Ministry Office:London District Office All legislative requirements were met. No detailed rating scores. Maximum Question Rating:276 Inspection Risk Rating:0.00% FINAL INSPECTION RATING:100.00% Inspection Rating Record Generated On 2022-03-16 (Inspection ID: 1-29967242) Page | 1 Ministry of the Environment, Conservation and Parks Drinking Water and Environmental Compliance Division 733 Exeter Rd London ON N6E 1L3 Tel (519) 873-5000 Fax (519) 873-5020 Ministère de l’Environnement, de la Protection de la nature et des Parcs Division de la conformité en matière d’eau potable et d’environnement 733, rue Exeter London ON N6E 1L3 Tel (519) 873-5000 Fax (519) 873-5020 File No. EL-BA-HE-540 WW# 260074854 February 15, 2022 The Corporation of the Municipality of Bayham 56169 Heritage Line, PO Box 160 Straffordville, Ontario N0J 1Y0 Attention: Mr. Thomas Thayer (Chief Administrative Officer/ Clerk) Re: Richmond Community Water Supply System (Water Works #260074854) Inspection conducted on December 22, 2021 The enclosed Drinking Water Inspection Report outlines non-compliance, if any, with Ministry legislation, and policies for the above noted water system. Violations noted in this report, if any, have been evaluated based on community risk. These violations will be monitored for compliance with the minimum standards for drinking water in Ontario as set forth under the Safe Drinking Water Act and associated regulations. Where risk is deemed to be high and/or compliance is an ongoing concern, violations will be forwarded to this Ministry’s Investigation and Enforcement Branch. Section 19 of the Safe Drinking Water Act (Standard of Care) creates a number of obligations for individuals who exercise decision-making authority over municipal drinking water systems. Please be aware that the Ministry has encouraged such individuals, particularly municipal councillors, to take steps to be better informed about the drinking water systems over which they have decision-making authority. These steps could include asking for a copy of this inspection report and a review of its findings. Further information about Section 19 can be found in “Taking Care of Your Drinking Water: A guide for members of municipal council” found under “Resources” on the Drinking Water Ontario website at www.ontario.ca/drinkingwater. Please note the attached IRR methodology memo describing how the risk rating model has improved to better reflect the health related and administrative non-compliance found in an inspection report. IRR ratings are published (for the previous inspection year) in the Ministry’s Chief Drinking Water Inspector’s Annual Report. Please note that due to a change in IT systems, the Inspection Rating Report (IRR) cannot be generated at the same time as the inspection report. The IRR Page | 2 will be sent separately and prior to any public release (typically within 1-2 month of the completion of the inspection). If you have any questions regarding the report, please feel free to call me at (519) 317-8039 Yours truly, Jim Miller Provincial Officer London District Office jim.w.miller@ontario.ca cc. Mr. Ed Roloson Southwestern Public Health Long Point Conservation Authority London District File Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs We want to hear from you. How was my service? You can provide feedback at 1-888-745-8888 or Ontario.ca/inspectionfeedback RICHMOND COMMUNITY DRINKING WATER SYSTEM 9190 RICHMOND RD S, BAYHAM, ON, N5H 2R1 Inspection Report System Number:260074854 Inspection Start Date:01/13/2022 Inspection End Date:02/15/2022 Inspected By:Jim Miller Badge #: 1102 __________________ (signature) Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 NON-COMPLIANCE/NON-CONFORMANCE ITEMS The following item(s) have been identified as non-compliance/non-conformance, based on a "No" response captured for a legislative or best management practice (BMP) question (s), respectively. Question Group: Other Inspection Findings Question ID MRDW1116000 Question Question Type Legislative Requirement Were the inspection questions sufficient to address other identified best practice issues? BMP Not Applicable Observation/Corrective Action(s) The following issues were also noted during the inspection: During the RCWSS flow capacity review, it was found that raw water taking from the wells and treated water distributed varied in comparison to the total daily and monthly flow production. The owner must evaluate all of the flow meter performance and SCADA recording methodology to ensure the system is operated within the designed engineering standards. Please note for the inspection review period, total flow from the treatment train and water billing meter readings was analyzed to verify/quantify the correct water usage. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 INSPECTION DETAILS This section includes all questions that were assessed during the inspection. Ministry Program: Regulated Activity: DRINKING WATER : DW Municipal Residential Question ID MRDW1001000 Question Question Type Legislative Requirement What was the scope of this inspection?Information Not Applicable Observation The primary focus of this inspection is to confirm compliance with Ministry of the Environment, Conservation and Parks (MECP) legislation as well as evaluating conformance with ministry drinking water policies and guidelines during the inspection period. The ministry utilizes a comprehensive, multi-barrier approach in the inspection of water systems that focuses on the source, treatment, and distribution components as well as management practices. This drinking water system is subject to the legislative requirements of the Safe Drinking Water Act, 2002 (SDWA) and regulations made therein, including Ontario Regulation 170/03, "Drinking Water Systems" (O.Reg. 170/03). This inspection has been conducted pursuant to Section 81 of the SDWA. This inspection report does not suggest that all applicable legislation and regulations were evaluated. It remains the responsibility of the owner to ensure compliance with all applicable legislative and regulatory requirements. Provincial Officer Jim Miller conducted an unannounced physical inspection of the Richmond Community Drinking Water System Water Works # 260074854 on December 22, 2021. Documents reviewed in association with this report included, but were not limited to: 1/ Municipal Drinking Water Licence (MDWL) #061-102, dated February 6, 2020. 2/ Drinking Water Works Permit (DWWP) #061-202, dated February 6, 2020. 3/ Ministry of Environment Drinking Water Inspection Report 1-O1U5G dated, March 8, 2021, entitled Richmond Community Drinking Water System Inspection Report inspection date February 25, 2021. This report also includes a review and assessment of compliance and operating practices in relation to the following Acts and Regulations: 1/ Safe Drinking Water Act, 2002; 2/ Drinking Water Systems Regulation, (Ontario Regulation 170/03); 3/ Ontario Drinking-Water Quality Standards (O. Reg 169/03); 4/ Ontario Water Resources Act, 1990; 5/ Certification of Drinking-Water System Operators and Water Quality Analysts (O. Reg. 128/04); Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Other operational documents maintained by the owner/operating authority for the period January 1, 2021 through December 31, 2021 were also reviewed in conjunction with this compliance evaluation. Question ID MRDW1000000 Question Question Type Legislative Requirement Does this drinking water system provide primary disinfection? Information Not Applicable Observation This Drinking Water System provides for both primary and secondary disinfection and distribution of water. Question ID MRDW1007000 Question Question Type Legislative Requirement Is the owner maintaining the production well(s) in a manner sufficient to prevent entry into the well of surface water and other foreign materials? Legislative SDWA | O. Reg. 170/03 | 1-2 | (1) Observation The owner was maintaining the production well(s) in a manner sufficient to prevent entry into the well of surface water and other foreign materials. During the site inspection, each well was visually inspected and found in good repair. The system is served by three (3) production wells and one monitoring well. Two wells (TW2-12, TW3-12) are overburden and one (1) bedrock well (TW1-10). It should be noted that the bedrock well (TW1-10) will only be used as back-up. Question ID MRDW1008000 Question Question Type Legislative Requirement If there are municipal wells not being used as a raw water supply, is the owner maintaining the wells in a manner to prevent the entry of surface water and other foreign materials? Legislative OWRA | R.R.O. 1990, Reg. 903 | 21 | (3) Observation The owner was maintaining the municipal wells not being used as a raw water supply in a manner to prevent the entry of surface water and other foreign materials. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Question ID MRDW1009000 Question Question Type Legislative Requirement Are measures in place to protect the groundwater and/or GUDI source in accordance with any MDWL and DWWP issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation Measures were in place to protect the groundwater and/or GUDI source in accordance with any the Municipal Drinking Water Licence and Drinking Water Works Permit issued under Part V of the SDWA. The Operations and Maintenance Manual includes a Well Inspection and Maintenance Plan as required by the current Municipal Drinking Water Licence #061-102, Issue Number: 3 Schedule B section 16.2.8 for the inspection and maintenance of the groundwater well. The Owner must ensure that a Well Inspection and Maintenance Plan for the production and monitoring wells meet the requirement in the current Municipal Drinking Water Licence (MDWL). The licence indicates that the Owner shall have an inspection schedule for all wells associated with the drinking water system, including all production wells, standby wells, test wells and monitoring wells. Well inspection and maintenance procedures for the entire well structure of each well including all above and below grade well components. Question ID MRDW1010000 Question Question Type Legislative Requirement Are trends in source water quality being monitored?BMP Not Applicable Observation Trends in source water quality were being monitored. Question ID MRDW1014000 Question Question Type Legislative Requirement Is there sufficient monitoring of flow as required by the MDWL or DWWP issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation There was sufficient monitoring of flow as required by the Municipal Drinking Water Licence or Drinking Water Works Permit issued under Part V of the SDWA. The Owner has ensured that a sufficient number of flow measuring devices have been installed, maintained and operated to measure the flow rate and daily quantity of water being taken from the source Wells; conveyed to and through the treatment plant; and the flow rate of treated water supplied to the distribution system. Municipal Drinking Water Licence #061-102, Issue Number 3 Schedule C Section 2.0 issued for the RCWSS requires the drinking water system to be equipped with a sufficient number of flow Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 measuring devices to permit the continuous measurement and recording of the flow rate and daily volume of water conveyed into the treatment system and the flow rate and daily volume of water conveyed from the treatment system to the distribution system. The RCWSS is equipped with two (2) well flow meters and two (2) distribution meters to comply with the requirements of the PTTW (if needed) and the Municipal Drinking Water Licence. Question ID MRDW1015000 Question Question Type Legislative Requirement Are the flow measuring devices calibrated or verified in accordance with the requirements of the MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation The flow measuring devices were calibrated or verified in accordance with the requirements of the MDWL issued under Part V of the SWDA. The Owner must continue to ensure that the flow meters are calibrated on an annual basis or in accordance with the manufacturer instructions and that the calibration records are available for review. Question ID MRDW1016000 Question Question Type Legislative Requirement Is the owner in compliance with the conditions associated with maximum flow rate or the rated capacity conditions in the MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation The owner was in compliance with the conditions associated with maximum flow rate or the rated capacity conditions in the Municipal Drinking Water Licence issued under Part V of the SDWA. During this inspection period, there were several exceedances of the rated capacity. Records indicate that the reasons for the exceedances include maintenance (watermain breaks and leaks) and user demands. The Owner is monitoring usage in the water distribution system and prohibits recreational use of the limited water supply. The Owner must ensure that all rated capacity exceedances are properly documented. The rated capacity listed in the current MDWL for the water treatment system is 43.2 m3/day. Other components listed also have maximum flow rate limits as listed: nitrate removal system (0.44 L/s), disinfection pre-treatment (0.5 L/s), and UV disinfection (1.9 L/s). The water treatment system may be operated temporarily at a maximum daily volume and/or a maximum flow rate above the values set out in column 2 of Table 1 and column 3 of Table 2 respectively for the purposes of fighting a large fire or for the maintenance of the drinking water system. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Additionally, Condition 1.3 does not authorize the discharge into the distribution system of any water that does not meet all the requirements of this licence and all other regulatory requirements, including compliance with the Ontario Drinking Water Quality Standards. Question ID MRDW1017000 Question Question Type Legislative Requirement Were appropriate records of flows and any capacity exceedances made in accordance with the MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation Appropriate records of flows and any capacity exceedances were made in accordance with the Municipal Drinking Water Licence issued under Part V of the SDWA. Question ID MRDW1030000 Question Question Type Legislative Requirement Is primary disinfection chlorine monitoring being conducted at a location approved by MDWL and/or DWWP issued under Part V of the SDWA, or at/near a location where the intended CT has just been achieved? Legislative SDWA | O. Reg. 170/03 | 7-2 | (1), SDWA | O. Reg. 170/03 | 7-2 | (2) Observation Primary disinfection chlorine monitoring was conducted at a location approved by Municipal Drinking Water Licence and/or Drinking Water Works Permit issued under Part V of the SDWA, or at/near a location where the intended CT has just been achieved. The chlorine monitoring in the pumphouse is conducted after the treated water has passed through the contact tanks and just after the UV disinfection units. At this point, it is understood that primary disinfection has taken place as long as the minimum chlorine residual identified in the CT calculation has been met and the UV disinfection units are in operation. Details regarding primary disinfection requirements at the pumphouse are contained in the Operations and Maintenance Manual. Question ID MRDW1038000 Question Question Type Legislative Requirement Is continuous monitoring equipment that is being utilized to fulfill O. Reg. 170/03 requirements performing tests for the parameters with at least the minimum frequency specified in the Table in Schedule 6 of O. Reg. 170/03 and recording data with the prescribed format? Legislative SDWA | O. Reg. 170/03 | 6-5 | (1) 1-4 Observation Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Continuous monitoring equipment that was being utilized to fulfill O. Reg. 170/03 requirements was performing tests for the parameters with at least the minimum frequency specified in the Table in Schedule 6 of O. Reg. 170/03 and recording data with the prescribed format. The Owner/Operating Authority must always ensure that continuous monitoring and recordings are conducted as prescribed by O. Reg. 170/03 Schedule 6-5 (1) which states: " If a drinking water system uses continuous monitoring equipment for sampling and testing that is required under this Regulation, or under an approval or order, for a parameter set out in the Table to this section, the owner of the system and the operating authority for the system shall ensure that the following standards are met: 1. The continuous monitoring equipment must, except when no water is being directed to users of water sampled by the equipment, i. test for the parameter with at least the minimum frequency specified in the Table for the parameter, and ii. record the date, time, sampling location and result of every test for the parameter with at least the minimum frequency referred to in subparagraph i. 2. If the continuous monitoring equipment tests for a parameter more often than is required by subparagraph 1 i, the equipment may, instead of complying with subparagraph 1 ii, i. record the minimum, maximum and mean results of tests for the parameter for every period that is equal to the length of time referred to in subparagraph 1 i, along with the sampling location, the date of the tests conducted during the period and the time at the end of the period, and ii. record the result of every test that causes an alarm to sound under paragraph 1 of subsection 1.1), along with the sampling location and the date and time of the test." Question ID MRDW1036000 Question Question Type Legislative Requirement Where continuous monitoring equipment is not used for chlorine residual analysis, are samples tested using an acceptable portable device? Legislative SDWA | O. Reg. 170/03 | 6-7 | (1) Observation Samples for chlorine residual analysis were tested using an acceptable portable device. The Operating Authority uses a HACH colorimeter to sample the chlorine residual in the distribution system. Question ID MRDW1037000 Question Question Type Legislative Requirement Are all continuous monitoring equipment utilized for Legislative SDWA | O. Reg. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 sampling and testing required by O. Reg.170/03, or MDWL or DWWP or order, equipped with alarms or shut-off mechanisms that satisfy the standards described in Schedule 6? 170/03 | 6-5 | (1) 1-4,SDWA | O. Reg. 170/03 | 6-5 | (1)5-10,SDWA | O. Reg. 170/03 | 6-5 | (1.1) Observation All continuous monitoring equipment utilized for sampling and testing required by O. Reg.170/03, or Municipal Drinking Water Licence or Drinking Water Works Permit or order, were equipped with alarms or shut-off mechanisms that satisfy the standards described in Schedule 6. RCWSS has several components (chlorine, turbidity, and UV disinfection units) that are linked to the SCADA system. These components have the ability to trigger an alarm to alert operators and shutdown the water system to prevent improperly disinfected water or any water quality issues outside the predetermined set points. Question ID MRDW1039000 Question Question Type Legislative Requirement If primary disinfection equipment that does not use chlorination or chloramination is provided, has the owner and operating authority ensured that the equipment has a recording device that continuously records the performance of the disinfection equipment? Legislative SDWA | O. Reg. 170/03 | 1-6 | (3) Observation The owner and operating authority ensured that the primary disinfection equipment had a recording device that continuously recorded the performance of the disinfection equipment. Question ID MRDW1042000 Question Question Type Legislative Requirement If UV disinfection is used were duty sensors and reference UV sensors checked and calibrated as per the requirements of Schedule E of the MDWL or at a frequency as otherwise recommended by the UV equipment manufacturer? Legislative SDWA | 31 | (1) Observation All UV sensors were checked and calibrated as required. Duty UV Sensor Checks and Calibration must be completed in accordance with MDWL Schedule E as below: 1. Duty UV sensors shall be checked on at least a monthly basis against a reference UV sensor or at a frequency as otherwise recommended by the UV equipment manufacturer; 2. When comparing a duty UV sensor to a reference UV sensor, the calibration ratio (intensity Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 measured with the duty UV sensor/intensity measured with the reference UV sensor) shall be less than or equal to 1.2; 3. If the calibration ratio is greater than 1.2, the duty UV sensor shall be replaced with a calibrated UV sensor or a UV sensor correction factor shall be applied while the problem with the UV sensor is being resolved; 4. Reference UV sensors shall be checked against a Master Reference Assembly at a minimum frequency of once every three years or on a more frequent basis depending upon the recommendations of the equipment manufacturer. Notes: (1). The owner is not required to comply with the requirements of 1 through 4 above. (2). In exchange for above note (1), the UV system shall be maintained according to UV manufacturer's instruction. Documentation provided indicates that UV sensors checked are as per the manufactures recommendations typically on a annual basis. Question ID MRDW1035000 Question Question Type Legislative Requirement Are operators examining continuous monitoring test results and are they examining the results within 72 hours of the test? Legislative SDWA | O. Reg. 170/03 | 6-5 | (1) 1-4,SDWA | O. Reg. 170/03 | 6-5 | (1)5-10 Observation Operators were examining continuous monitoring test results and they were examining the results within 72 hours of the test. Documentation provided at the time of inspection, indicate that the data was reviewed within the prescribed 72-hour period. Typically, the operator reviews the data daily and records the minimum, maximum and average free chlorine values on the daily log sheet. Daily summary sheets that provide an overview (minimum, maximum and average values) of the SCADA data are printed daily. This information is reviewed, dated and signed off by a certified operator. Any exceedances of a parameter (free chlorine, flow etc.) are highlighted on the summary sheet. All abnormalities are recorded on the daily sheet and / or in the pumphouse logbook. The operator must ensure that the five-minute data is also reviewed in detail to ensure that the record is complete i.e. (loss of data due to communications failure, logger malfunction etc.) and free of erroneous data. Question ID MRDW1040000 Question Question Type Legislative Requirement Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Are all continuous analysers calibrated, maintained, and operated, in accordance with the manufacturer's instructions or the regulation? Legislative SDWA | O. Reg. 170/03 | 6-5 | (1) 1-4,SDWA | O. Reg. 170/03 | 6-5 | (1)5-10 Observation All continuous analysers were calibrated, maintained, and operated, in accordance with the manufacturer's instructions or the regulation. The chlorine and turbidity analyzers in the pumphouse are checked and calibrated regularly and this information is recorded on log sheets by operators. The Owner provided records to indicate that the analyzers are calibrated monthly by operators and on a yearly basis by a service technician. Question ID MRDW1108000 Question Question Type Legislative Requirement Where continuous monitoring equipment used for the monitoring of free chlorine residual, total chlorine residual, combined chlorine residual or turbidity, required by Regulation 170, an Order, MDWL, or DWWP issued under Part V, SDWA, has triggered an alarm or an automatic shut- off, did a qualified person respond in a timely manner and take appropriate actions? Legislative SDWA | O. Reg. 170/03 | 6-5 | (1) 1-4,SDWA | O. Reg. 170/03 | 6-5 | (1)5-10,SDWA | O. Reg. 170/03 | 6-5 | (1.1) Observation Where required continuous monitoring equipment used for the monitoring of chlorine residual and/or turbidity triggered an alarm or an automatic shut-off, a qualified person responded in a timely manner and took appropriate actions. Details of alarm responses are written in the facility logbook by operators. The operator typically makes a log record to indicate the actions taken for each specific set point exceedance. After reviewing the monitoring data provided by the owner/Operating Authority, it was found that operators responded to the alarms generated during the inspection period within a reasonable amount of time. It should be noted that the Municipality of Bayham has implemented a new electronic digital log recording system. Operator's are entering operational activities (secured log entry) in real time via a portable tablet system. All information entered is validated as per the date and time entries made by each operator. The digital log information is currently backed up at three separate locations to help prevent any loss of information. Read only access to the digital data base was granted to the MECP for inspection. Review of the log records provided for the inspection period are compliant with the legislative requirements. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Question ID MRDW1109000 Question Question Type Legislative Requirement If the system uses equipment for primary disinfection other than chlorination or chloramination and the equipment has malfunctioned, lost power or ceased to provide the appropriate level of disinfection, causing an alarm or an automatic shut-off, did a qualified person respond in a timely manner and take appropriate actions? Legislative SDWA | O. Reg. 170/03 | 1-6 | (1) Observation When the primary disinfection equipment, other than that used for chlorination or chloramination, has failed causing an alarm to sound or an automatic shut-off to occur, a certified operator responded in a timely manner and took appropriate actions. After reviewing the monitoring data provided by the Owner/Operating Authority, it was found that operators responded to the alarms generated during the inspection period within a reasonable amount of time. Question ID MRDW1033000 Question Question Type Legislative Requirement Is the secondary disinfectant residual measured as required for the large municipal residential distribution system? Legislative SDWA | O. Reg. 170/03 | 7-2 | (3), SDWA | O. Reg. 170/03 | 7-2 | (4) Observation The secondary disinfectant residual was measured as required for the distribution system. In accordance with 7-2 (5) The owner of a small municipal residential system that provides secondary disinfection and the operating authority for the system shall ensure that at least two distribution samples are taken each week in accordance with subsection (6) and are tested immediately for, (a) free chlorine residual, if the system provides chlorination and; (6) At least one of the distribution samples referred to in subsection (5) must be taken at least 48 hours after, and during the same week as, one of the other distribution samples referred to in subsection (5). All distribution free available chlorine (FAC) residual measurements provided by the Owner/Operating Authority, during the inspection review were appropriately documented including the time, date, FAC residual and the person who analyzed the sample. Log records indicate that the operators perform two (2) chlorine residual tests in the distribution system on one day and they perform two (2) additional tests at least 48 hours later during the same week. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Question ID MRDW1031000 Question Question Type Legislative Requirement Are operators aware of the operational criteria necessary to achieve primary disinfection within the drinking water system? BMP Not Applicable Observation Operators were aware of the operational criteria necessary to achieve primary disinfection within the drinking water system. The operators are aware that a combination of UV disinfection and a specific concentration of free chlorine is required to achieve primary disinfection for the raw water supply. The operators were also aware that the large contact tanks in the pumphouse are used to develop contact time (CT) values for proper disinfection. Question ID MRDW1032000 Question Question Type Legislative Requirement If the drinking water system obtains water from a surface water source and provides filtration, is continuous monitoring of each filter effluent line being performed for turbidity? Legislative SDWA | O. Reg. 170/03 | 7-3 | (2) Observation Continuous monitoring of each filter effluent line was being performed for turbidity. The groundwater source is considered GUDI without effective in-situ filtration. There are two separate cartridge filter treatment trains. Turbidity is monitored continuously after the cartridge filters with turbidity analyzers. It should be noted that no disinfection removal credits are given to the filtration system. Question ID MRDW1034000 Question Question Type Legislative Requirement Is the secondary disinfectant residual measured as required for the small municipal residential distribution system? Legislative SDWA | O. Reg. 170/03 | 7-2 | (5), SDWA | O. Reg. 170/03 | 7-2 | (6) Observation The secondary disinfectant residual was measured as required for the distribution system. All distribution free available chlorine (FAC) residual measurements provided by the Owner/Operating Authority, during the inspection review were appropriately documented including the time, date, FAC residual and the person who analyzed the sample. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Log records indicate that the operators perform two (2) chlorine residual tests in the distribution system on one day and they perform two (2) additional tests at least 48 hours later during the same week. Question ID MRDW1018000 Question Question Type Legislative Requirement Has the owner ensured that all equipment is installed in accordance with Schedule A and Schedule C of the Drinking Water Works Permit? Legislative SDWA | 31 | (1) Observation The owner had ensured that all equipment was installed in accordance with Schedule A and Schedule C of the Drinking Water Works Permit. During the onsite inspection, the equipment located at the RCWSS was reviewed against the description in the Richmond Community Drinking Water System Drinking Water Works Permit #061-202, Issue Number 4 issued February 6, 2020. The equipment at the RCWSS was observed to be comparatively consistent with the descriptions in the Works Permit. Question ID MRDW1023000 Question Question Type Legislative Requirement Do records indicate that the treatment equipment was operated in a manner that achieved the design capabilities required under Ontario Regulation 170/03 or a DWWP and/or MDWL issued under Part V of the SDWA at all times that water was being supplied to consumers? Legislative SDWA | O. Reg. 170/03 | 1-2 | (2) Observation Records indicated that the treatment equipment was operated in a manner that achieved the design capabilities required under Ontario Regulation 170/03 or a Drinking Water Works Permit and/or Municipal Drinking Water Licence issued under Part V of the SDWA at all times that water was being supplied to consumers. The RCWSS utilizes UV irradiation and sodium hypochlorite for the disinfection of the raw water supply (GUDI). The water system uses SCADA to capture data related to the chlorine analyzers, turbidity analyzers, flow meters and nitrate analyzer. Daily SCADA summary sheets were provided for the inspection period, and the information contained on these sheets indicate that the water system was functioning as designed to achieve primary disinfection of the groundwater supply. The UV system has built-in sensors that monitor the UV dose and if the system develops problems, the system will activate a solenoid valve which will shut off the water supply to prevent Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 improperly disinfected water from entering the distribution system. Question ID MRDW1024000 Question Question Type Legislative Requirement Do records confirm that the water treatment equipment which provides chlorination or chloramination for secondary disinfection purposes was operated so that at all times and all locations in the distribution system the chlorine residual was never less than 0.05 mg/l free or 0.25 mg/l combined? Legislative SDWA | O. Reg. 170/03 | 1-2 | (2) Observation Records confirmed that the water treatment equipment which provides chlorination or chloramination for secondary disinfection purposes was operated so that at all times and all locations in the distribution system the chlorine residual was never less than 0.05 mg/l free or 0.25 mg/l combined. Documentation reviewed for the inspection period, indicates that the free chlorine residual for the distribution system was within acceptable limits during this inspection period. It should be noted that any records provided indicating less than 0.05 mg/L of free chlorine in the distribution system was logged by the operator and included the reason for the erroneous readings and any corrective actions taken (i.e. meter calibration). Question ID MRDW1025000 Question Question Type Legislative Requirement Were all parts of the drinking water system that came in contact with drinking water (added, modified, replaced or extended) disinfected in accordance with a procedure listed in Schedule B of the Drinking Water Works Permit? Legislative SDWA | 31 | (1) Observation All parts of the drinking water system were disinfected in accordance with a procedure listed in Schedule B of the Drinking Water Works Permit. Documentation reviewed for the inspection period, indicate that the operating authority typically met with record keeping and disinfection requirements to satisfy the standards. Drinking Water Works Permit DWWP # 061-201 Issue #4 Section 2.3 of Schedule B stipulates that all parts of the drinking water system in contact with drinking water which are added, modified, replaced, extended; or taken out of service for inspection, repair or other activities that may lead to contamination, shall be disinfected before being put into service in accordance with a procedure approved by the Director or in accordance with the applicable provisions of the following documents: a) The ministry's Watermain Disinfection Procedure, dated November 2015; Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 b) Subject to condition 2.3.2, any updated version of the ministry's Watermain Disinfection Procedure; c) AWWA C652 – Standard for Disinfection of Water-Storage Facilities; d) AWWA C653 – Standard for Disinfection of Water Treatment Plants; and e) AWWA C654 – Standard for Disinfection of Wells. Question ID MRDW1026000 Question Question Type Legislative Requirement If primary disinfection equipment that does not use chlorination or chloramination is provided, is the equipment equipped with alarms or shut-off mechanisms that satisfy the standards described in Section 1-6 (1) of Schedule 1 of Ontario Regulation 170/03? Legislative SDWA | O. Reg. 170/03 | 1-6 | (1) Observation The primary disinfection equipment was equipped with alarms or shut-off mechanisms that satisfied the standards described in Section 1-6 (1) of Schedule 1 of Ontario Regulation 170/03. The UV disinfection system in the pumphouse is equipped with solenoid valves that will stop the flow of water in the event of a system failure. The UV alarms are dispatched electronically and must be acknowledged / acted upon by an operator. Question ID MRDW1027000 Question Question Type Legislative Requirement Does the owner have evidence indicating that all chemicals and materials which come in contact with water within the drinking water system have met all applicable AWWA and ANSI standards in accordance with the DWWP and MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation The owner had evidence indicating that all chemicals and materials that come in contact with water within the drinking water system met the AWWA and ANSI standards in accordance with the Municipal Drinking Water Licence and Drinking Water Works Permit issued under Part V of the SDWA. The Owner provided records to indicate that treatment chemicals (sodium hypochlorite) were NSF certified. The Owner is also aware that materials that come into contact with drinking water must meet applicable requirements. Question ID MRDW1028000 Question Question Type Legislative Requirement Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Are up-to-date plans for the drinking water system kept in place, or made available in such a manner, that they may be readily viewed by all persons responsible for all or part of the operation of the drinking water system in accordance with the DWWP and MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation Up-to-date plans for the drinking water system were kept in a place, or made available in such a manner, that they could be readily viewed by all persons responsible for all or part of the operation of the drinking water system in accordance with the DWWP and MDWL issued under Part V of the SDWA. Question ID MRDW1045000 Question Question Type Legislative Requirement Has the owner updated the document describing the distribution components within 12 months of completion of alterations to the system? Legislative SDWA | 31 | (1) Observation The owner had up-to-date documents describing the distribution components as required. Question ID MRDW1046000 Question Question Type Legislative Requirement Is there a backflow prevention program, policy and/or bylaw in place that addresses cross connections and connections to high hazard facilities? BMP Not Applicable Observation There is a backflow prevention program, policy and/or bylaw in place. There is a policy in place in regards to cross connections and backflow prevention. The policy indicates that "no person shall connect, cause to be connected or permit to remain connected to the potable water system in a manner which may allow for water, wastewater, non-potable water, or any liquid or chemical to enter the waterworks system." Question ID MRDW1048000 Question Question Type Legislative Requirement Has the owner implemented a program for the flushing of watermains as per industry standards? BMP Not Applicable Observation The owner had implemented a program for the flushing of watermains as per industry standards. The Owner has a maintenance procedure for the flushing of watermains. Log records indicate that Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 flushing of watermains occurs on a yearly basis and records are maintained of this activity. Question ID MRDW1049000 Question Question Type Legislative Requirement Do records confirm that disinfectant residuals are routinely checked at the extremities and dead ends of the distribution system? BMP Not Applicable Observation Records confirmed that disinfectant residuals were routinely checked at the extremities and "dead ends" of the distribution system. The chlorine residual tests are taken at the "blow-offs". These designated locations are the endpoints in the distribution system. Question ID MRDW1050000 Question Question Type Legislative Requirement Is there a program in place for inspecting and exercising valves? BMP Not Applicable Observation A program was in place for inspecting and exercising valves. The Owner indicated that a program for exercising valves is in place. There are logbook entries that indicate that operators exercise valves. All valves are typically tested and exercised manually on a yearly basis and records are kept of this maintenance activity. Question ID MRDW1053000 Question Question Type Legislative Requirement Is the Owner able to maintain proper pressures in the distribution system and is pressure monitored to alert the operator of conditions which may lead to loss of pressure below the value under which the system is designed to operate? BMP Not Applicable Observation The owner was able to maintain proper pressures in the distribution system and pressure was monitored to alert the operator of conditions which may lead to loss of pressure below the value under which the system is designed to operate. Typically during normal operational conditions the design of the Richmond Facility is capable of maintaining sufficient system pressure at all times. Low pressure alarms were recorded via the SCADA system during intermittent equipment failure or power outage events. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Question ID MRDW1058000 Question Question Type Legislative Requirement Do operators and maintenance personnel have ready access to operations and maintenance manuals? Legislative SDWA | O. Reg. 128/04 | 28 Observation Operators and maintenance personnel had ready access to operations and maintenance manuals. The Owner/Operating Authority provided documentation confirming that the operators and maintenance personnel in the subsystem have been provided ready access to comprehensive operation and maintenance manuals that contain plans, drawings and process descriptions sufficient for the safe and efficient operation of the subsystem as required by O. Reg. 128/04, s. 28. Question ID MRDW1063000 Question Question Type Legislative Requirement For every required operational test and for every required sample, is a record made of the date, time, location, name of the person conducting the test and result of the test? Legislative SDWA | O. Reg. 170/03 | 6-10 | (1) Observation For every required operational test and every required sample, a record was made of the date, time, location, name of the person conducting the test and result of the test. A review of Log Records, Chain of Custody forms and Certificates of Analysis related to regulated water samples indicate that the required information is being recorded by operators. Question ID MRDW1064000 Question Question Type Legislative Requirement Did the operator-in-charge ensure that records were maintained of all adjustments made to the processes within his or her responsibility? Legislative SDWA | O. Reg. 128/04 | 26 | (2) Observation The operator-in-charge ensured that records were maintained of all adjustments made to the processes within his or her responsibility. The operator-in-charge (OIC) inputs data into the electronic logbooks and log sheets concerning observations, adjustments and maintenance performed on the drinking water system. The OIC is required to direct other operators regarding system operation and maintenance and logbook / log sheet entries. Question ID MRDW1065000 Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Question Question Type Legislative Requirement Are logs and other record keeping mechanisms available for at least five (5) years? Legislative SDWA | O. Reg. 128/04 | 27 | (6) Observation Logs or other record keeping mechanisms were available for at least five (5) years. The Owner indicated that records are kept for an extended period of time and that there is a records retention bylaw in place. In accordance with O. Reg. 128/04 section 27(6) "The owner or operating authority shall ensure that logs and other record-keeping mechanisms are accessible at the subsystem, (a) for at least five years after the last entry in it was made, in the case of a log or record keeping mechanism that is kept in a book or document form or kept on a similarly fixed basis; or (b) for at least five years after each entry in it was made, in the case of a log or record- keeping mechanism that is kept on a loose-leaf or electronic basis or kept on a similarly continuous basis." O. Reg. 128/04, s. 27 (6). Question ID MRDW1059000 Question Question Type Legislative Requirement Do the operations and maintenance manuals contain plans, drawings and process descriptions sufficient for the safe and efficient operation of the system? Legislative SDWA | O. Reg. 128/04 | 28 Observation The operations and maintenance manuals contained plans, drawings and process descriptions sufficient for the safe and efficient operation of the system. The Owner/Operating Authority provided documentation confirming that the operators and maintenance personnel in the subsystem have been provided ready access to comprehensive operation and maintenance manuals that contain plans, drawings and process descriptions sufficient for the safe and efficient operation of the subsystem as required by O. Reg. 128/04, s. 28. Question ID MRDW1060000 Question Question Type Legislative Requirement Do the operations and maintenance manuals meet the requirements of the DWWP and MDWL issued under Part V of the SDWA? Legislative SDWA | 31 | (1) Observation The operations and maintenance manuals met the requirements of the Drinking Water Works Permit and Municipal Drinking Water Licence issued under Part V of the SDWA. During the site inspection, the operations and maintenance manuals provided for review treatment Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 facility included a list of the criteria as set out by the RCWSS Municipal Drinking Water Licence #061-102, Schedule B 16.0 Operations and Maintenance Manuals. The Owner/Operating Authority should conduct a detailed review and evaluation (ensure information contained within the operations manuals is relevant to current operations and system drawings) of the Operations and Maintenance Manuals currently in place, to meet with the prescribed regulatory framework. Question ID MRDW1061000 Question Question Type Legislative Requirement Are logbooks properly maintained and contain the required information? Legislative SDWA | O. Reg. 128/04 | 27 | (1), SDWA | O. Reg. 128/04 | 27 | (2), SDWA | O. Reg. 128/04 | 27 | (3), SDWA | O. Reg. 128/04 | 27 | (4), SDWA | O. Reg. 128/04 | 27 | (5), SDWA | O. Reg. 128/04 | 27 | (6), SDWA | O. Reg. 128/04 | 27 | (7) Observation Logbooks were properly maintained and contained the required information. During the review of the RCWSS logbooks, it was found that entries had been made by the operators to fulfill the requirements as prescribed under O. Reg. 128/04 s 27. Logbook records identifying daily activities, operational checks, etc. was in place at the time of inspection. Operational logs are a key component for the safe and efficient operation of a facility. It should be noted that the Municipality of Bayham has implemented an electronic digital log recording system.Operator's are entering operational activities (secured log entry) in real time via a portable tablet system. All information entered is validated as per the date and time entries made by each operator. The digital log information is currently backed up at three separate locations to help prevent any loss of information. Read only access to the digital data base was granted to the MECP for inspection. Review of the records provided for the inspection period are compliant with the legislative requirements. Question ID MRDW1062000 Question Question Legislative Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Type Requirement Do records or other record keeping mechanisms confirm that operational testing not performed by continuous monitoring equipment is being done by a certified operator, water quality analyst, or person who meets the requirements of O. Reg. 170/03 7-5? Legislative SDWA | O. Reg. 170/03 | 7-5 Observation Records or other record keeping mechanisms confirmed that operational testing not performed by continuous monitoring equipment was being done by a certified operator, water quality analyst, or person who suffices the requirements of O. Reg. 170/03 7-5. All log records regarding O. Reg. 170/03 7-5 reviewed during the inspection period, identified the names of all operators of the facility and their respective signatures and/or initials. It should be noted that any entries in the log must be identified by the person making the entry in the logs. An example of this is if multiple operators make entries in the log. If this occurs, those persons must clearly identify who made the entry (i.e. by signature or initial). Question ID MRDW1066000 Question Question Type Legislative Requirement Is spill containment provided for process chemicals and standby power generator fuel? BMP Not Applicable Observation Spill containment was provided for process chemicals and/or standby power generator fuel. Question ID MRDW1067000 Question Question Type Legislative Requirement Are clean-up equipment and materials in place for the clean up of spills? BMP Not Applicable Observation Clean-up equipment and materials were in place for the clean up of spills. Question ID MRDW1068000 Question Question Type Legislative Requirement If available, are standby power generators tested under normal load conditions? BMP Not Applicable Observation Standby power generators were tested under normal load conditions. Question ID MRDW1069000 Question Question Legislative Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Type Requirement Are all storage facilities completely covered and secure?BMP Not Applicable Observation All storage facilities were completely covered and secure. Question ID MRDW1070000 Question Question Type Legislative Requirement Are air vents and overflows associated with reservoirs and elevated storage structures equipped with screens? BMP Not Applicable Observation Air vents and overflows associated with reservoirs and elevated storage structures were equipped with screens. Question ID MRDW1071000 Question Question Type Legislative Requirement Has the owner provided security measures to protect components of the drinking water system? BMP Not Applicable Observation The owner had provided security measures to protect components of the drinking water system. The pumphouse has a door intrusion alarm connected to the system auto-dialer. The production wells across the road have a gated compound with a chain link fence enclosure. It is also recommended that barriers be placed beside the well located near the pumphouse to prevent possible vehicular damage. Question ID MRDW1072000 Question Question Type Legislative Requirement Has the owner and/or operating authority undertaken efforts to promote water conservation and reduce water losses in their system? BMP Not Applicable Observation The owner and/or operating authority undertook efforts to promote water conservation and reduce water losses in their system. By-law No. 2013-064 is in place to regulate the use of the water supply in the Municipality of Bayham serving the Richmond Drinking Water System. Question ID MRDW1073000 Question Question Legislative Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Type Requirement Has the overall responsible operator been designated for all subsystems which comprise the drinking water system? Legislative SDWA | O. Reg. 128/04 | 23 | (1) Observation The overall responsible operator has been designated for each subsystem. The Richmond Community Drinking Water System is classed as a Class 2 Water Treatment (# 9147) and Class 1 Water Distribution (# 9148) System. At the time of inspection, the designated ORO possessed an operator certificate that was equal to the classification level of the water system. Question ID MRDW1074000 Question Question Type Legislative Requirement Have operators in charge been designated for all subsystems for which comprise the drinking water system? Legislative SDWA | O. Reg. 128/04 | 25 | (1) Observation Operators-in-charge had been designated for all subsystems which comprised the drinking water system. During the inspection period, it was found that the Operators responsible for the operations of the RCWSS recorded the names of the operator-in-charge (OIC) in the facility log records. Question ID MRDW1075000 Question Question Type Legislative Requirement Do all operators possess the required certification?Legislative SDWA | O. Reg. 128/04 | 22 Observation All operators possessed the required certification. A review of the operational staff certificates at the RCWSS indicates that during the inspection period, all operators of the drinking water system/subsystems had adequate certification. Question ID MRDW1076000 Question Question Type Legislative Requirement Do only certified operators make adjustments to the treatment equipment? Legislative SDWA | O. Reg. 170/03 | 1-2 | (2) Observation Only certified operators made adjustments to the treatment equipment. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Documentation provided at the time of inspection, (logbooks and other record keeping mechanisms) indicated that only certified operational staff made adjustments to treatment/distribution system processes. The Owner/Operating Authority must be aware that the Safe Drinking Water Act (SDWA) Section 11. (1) 5 require the owner and/or the operating authority to ensure that the personnel at the drinking-water system are under the supervision of persons having the prescribed qualifications. The Owner/Operating Authority can reference the web site at the following link: https://www.ontario.ca/page/certification-guide-operators-and-water-quality-analysts "Certification Guide for Operators and Water Quality Analysts of Drinking Water Systems", section 5 "Certification of Operators" which identifies functions that must be performed by a certified operator. The Certification Guide identifies that certain duties must be performed by a certified operator, or at least have a certified operator (or P. Eng. designated as OIC) physically present and monitoring the work being performed. It also identifies duties that can be undertaken by uncertified personnel without the direct physical supervision of the person with prescribed qualifications. However, this does not relieve the OIC from ensuring responsibilities under O. Reg. 128/04 s. 26 (2) are met for any work in the drinking-water system. It is recommended that the guide be provided to the system operational staff for informational purposes to heighten operator's awareness, and to help them fully understand their legal responsibilities and certification compliance requirements. Question ID MRDW1078000 Question Question Type Legislative Requirement In instances where the overall responsible operator was unable to act, was an adequately certified operator designated to act in place of the overall responsible operator? Legislative SDWA | O. Reg. 128/04 | 23 | (1), SDWA | O. Reg. 128/04 | 23 | (2), SDWA | O. Reg. 128/04 | 23 | (3), SDWA | O. Reg. 128/04 | 23 | (4), SDWA | O. Reg. 128/04 | 23 | (5), SDWA | O. Reg. 128/04 | 23 | (6), SDWA | O. Reg. 128/04 | 23 | (7) Observation An adequately licenced operator was designated to act in place of the overall responsible operator when the overall responsible operator was unable to act. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 During absences, the ORO assigns a back-up ORO to oversee the drinking water system and all operators have the appropriate certificate to act as ORO. Question ID MRDW1099000 Question Question Type Legislative Requirement Do records show that all water sample results taken during the inspection review period did not exceed the values of tables 1, 2 and 3 of the Ontario Drinking Water Quality Standards (O. Reg.. 169/03)? Information Not Applicable Observation Records showed that all water sample results taken during the inspection review period did not exceed the values of tables 1, 2 and 3 of the Ontario Drinking Water Quality Standards (O.Reg. 169/03). After reviewing laboratory results and monitoring data provided by the operating authority, it was found that water provided by the system fully met the requirements of the prescribed drinking water quality standards during the inspection review period. There were no exceedances of the values of tables 1, 2, and 3 of the Ontario Drinking Water Quality Standards (Ontario Regulation 169/03) during the inspection review period. Question ID MRDW1080000 Question Question Type Legislative Requirement Are all microbiological water quality monitoring requirements for raw water samples prescribed by legislation being met? Legislative SDWA | O. Reg. 170/03 | 11-3 | (1),SDWA | O. Reg. 170/03 | 11- 3 | (3) Observation All microbiological water quality monitoring requirements for raw water samples were being met. Raw water samples from each production well are being taken and analyzed on a monthly basis. Question ID MRDW1084000 Question Question Type Legislative Requirement Are all inorganic water quality monitoring requirements prescribed by legislation conducted within the required frequency? Legislative SDWA | O. Reg. 170/03 | 13-2 Observation All inorganic water quality monitoring requirements prescribed by legislation were conducted Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 within the required frequency. In accordance with O. Reg. 170/03, Schedule 13-2, the owner of the Richmond Community Drinking Water System shall ensure that a sample is taken and tested for every parameter set out in Schedule 23 of the regulation at least every (60) sixty months. Monitoring for inorganics was completed on January 13, 2020. All sample results show that the treated water was within acceptable limits for the parameters listed in Schedule 23 of O. Reg. 170/03. Question ID MRDW1085000 Question Question Type Legislative Requirement Are all organic water quality monitoring requirements prescribed by legislation conducted within the required frequency? Legislative SDWA | O. Reg. 170/03 | 13-4 | (1),SDWA | O. Reg. 170/03 | 13- 4 | (2),SDWA | O. Reg. 170/03 | 13- 4 | (3) Observation All organic water quality monitoring requirements prescribed by legislation were conducted within the required frequency. In accordance with O. Reg. 170/03, Schedule 13-4, the owner of the Richmond Community Drinking Water System shall ensure that a sample is taken and tested for every parameter set out in Schedule 24 of the regulation at least every (60) sixty months. Monitoring for organics was last completed on January 13, 2020. Therefore, the monitoring requirements for organics have been met. All sample results show that the treated water is within acceptable limits for the parameters listed in Schedule 24 of O. Reg. 170/03. Question ID MRDW1086000 Question Question Type Legislative Requirement Are all haloacetic acid water quality monitoring requirements prescribed by legislation conducted within the required frequency and at the required location? Legislative SDWA | O. Reg. 170/03 | 13-6.1 | (1),SDWA | O. Reg. 170/03 | 13- 6.1 | (2),SDWA | O. Reg. 170/03 | 13-6.1 | (3), Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 SDWA | O. Reg. 170/03 | 13-6.1 | (4),SDWA | O. Reg. 170/03 | 13- 6.1 | (5),SDWA | O. Reg. 170/03 | 13-6.1 | (6) Observation All haloacetic acid water quality monitoring requirements prescribed by legislation are being conducted within the required frequency and at the required location. In accordance with Ontario Regulation 170/03 Schedule 13-6.1, the owner and operating authority shall ensure that at least one distribution water sample that is likely to have an elevated potential for the formation of Haloacetic acids (HAAs) is collected and tested for Haloacetic acids each calendar quarter. Haloacetic Acid monitoring was completed on the following dates during the inspection period: January 11, 2021 (< 5.3 ug/L), April 13, 2021 (< 5.3 ug/L), July 6, 2021 (< 5.3 ug/L) and October 5, 2021 (< 5.3 ug/L). As per O. Reg 170/03 Schedule13-6.1 (3) 3) For the purposes of Schedule 2 to the Ontario Drinking Water Quality Standards, the running annual average of quarterly results with respect to haloacetic acids shall be calculated for each calendar quarter by using the following formula: [A + B + C + D] ÷ 4 in which, "A" is the average of all the results from the samples tested under subsection (2) in that calendar quarter, "B" is the average of all the results from the samples tested under subsection (2) in the most recent calendar quarter preceding the calendar quarter referred to in "A" in which testing was carried out, "C" is the average of all the results from the samples tested under subsection (2) in the most recent calendar quarter preceding the calendar quarter referred to in "B" in which testing was carried out, and "D" is the average of all the results from the samples tested under subsection (2) in the most recent calendar quarter preceding the calendar quarter referred to in "C" in which testing was carried out." A running annual average for each quarter must be calculated and recorded to ensure compliance has been met after each quarter. All sample results for this inspection period show that the distribution water is within acceptable limits for Haloacetic acids as listed in Ontario Regulation 169/03. Question ID MRDW1087000 Question Question Legislative Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Type Requirement Have all trihalomethane water quality monitoring requirements prescribed by legislation been conducted within the required frequency and at the required location? Legislative SDWA | O. Reg. 170/03 | 13-6 | (1) Observation All trihalomethane water quality monitoring requirements prescribed by legislation were conducted within the required frequency and at the required location. Ontario Regulation 170/03 - Schedule 13-6 stipulates that the Owner of a drinking water system that provides chlorination or chloramination and the operating authority for the system shall ensure that at least one distribution sample is taken in each calendar quarter, from a point in the drinking water system's distribution system, or plumbing that is connected to the drinking water system, that is likely to have an elevated potential for the formation of trihalomethanes. The Owner of the drinking water system and the operating authority for the system shall ensure that each of the samples taken under this subsection is tested for trihalomethanes (THAs). A review of records for this inspection period has shown samples have been collected and tested for THMs in each calendar quarter on the following dates: January 11, 2021 (5.7 ug/L), April 13, 2021 (7.2 ug/L), July 06, 2021 (6.8 ug/L) and October 05, 2021 (10 ug/L). Question ID MRDW1088000 Question Question Type Legislative Requirement Are all nitrate/nitrite water quality monitoring requirements prescribed by legislation conducted within the required frequency for the DWS? Legislative SDWA | O. Reg. 170/03 | 13-7 Observation All nitrate/nitrite water quality monitoring requirements prescribed by legislation were conducted within the required frequency for the DWS. In accordance with O. Reg. 170/03, Schedule 13-7, the Owner/Operating Authority for the RDWSS shall continue to ensure that a sample is collected from the treated water supply and tested every three (3) months for nitrate and nitrite. Typically nitrate and nitrite sampling (treated water) is required to be undertaken on a quarterly basis; however, conditions listed in the MDWL Schedule 5 Table 5 "Drinking Water Health Hazards" on a weekly basis. The Owner has installed nitrate reduction filters and process continuous monitoring which forms part of the treatment train to reduce the level of nitrate in the drinking water. Samples are also taken on raw and treated water on a monthly basis to monitor the effectiveness of the nitrate filters. Continuous nitrate monitoring is conducted as per the requirements of the Municipal Drinking Water Licence Schedule C section 5.0 Table 5. In the event the continuous analyzer is not Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 operable to ensure reliable readings, the owner must ensure that a weekly sample is collected and submitted for analytical results. Question ID MRDW1089000 Question Question Type Legislative Requirement Are all sodium water quality monitoring requirements prescribed by legislation conducted within the required frequency? Legislative SDWA | O. Reg. 170/03 | 13-8 Observation All sodium water quality monitoring requirements prescribed by legislation were conducted within the required frequency. In accordance with O. Reg. 170/03, Schedule 13-8, the Owner / Operating Authority is required to sample and test for sodium of the treated water every sixty (60) months. The Operating Authority samples for sodium on a yearly basis. The latest sodium sampling was undertaken on January 22, 2019. The sample result shows that the treated water was not within acceptable limits (95.6 mg/L). The reportable limit for sodium is 20.0 mg/L. The higher than normal sodium levels can be attributed to the water softener and nitrate filter that use brine in the treatment process. The Health Unit has reissued a Drinking Water Advisory (DWA) on January 29, 2019 for the Community of Richmond to alert residents of the sodium levels in the drinking water. Question ID MRDW1090000 Question Question Type Legislative Requirement Where fluoridation is not practiced, are all fluoride water quality monitoring requirements prescribed by legislation conducted within the required frequency? Legislative SDWA | O. Reg. 170/03 | 13-9 Observation All fluoride water quality monitoring requirements prescribed by legislation were conducted within the required frequency. In accordance with O. Reg. 170/03, Schedule 13-9, the Owner / Operating Authority is required to sample and test for fluoride on the treated water every sixty (60) months. The latest fluoride sample (0.08 mg/L) was undertaken on the treated water source on January 13, 2020. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Question ID MRDW1092000 Question Question Type Legislative Requirement Has the owner ensured that water samples are taken at the prescribed location? Legislative SDWA | O. Reg. 170/03 | 6-2 Observation The owner ensured that water samples were taken at the prescribed location. Question ID MRDW1094000 Question Question Type Legislative Requirement Are all water quality monitoring requirements imposed by the MDWL and DWWP being met? Legislative SDWA | 31 | (1) Observation All water quality monitoring requirements imposed by the MDWL or DWWP issued under Part V of the SDWA were being met. The current MDWL requires UVT sampling and testing from each production well must be conducted once every three months. All samples for UVT were taken for this inspection period. Continuous nitrate monitoring is also conducted as per the requirements of the Municipal Drinking Water Licence Schedule C section 5.0 Table 5. In the event the continuous analyzer is not operable to provide reliable readings, the owner must ensure that a weekly sample is collected and submitted for analysis. The monitoring location is (the combined flow of the wells) after the nitrate filters and prior to entering the first storage tank. Question ID MRDW1095000 Question Question Type Legislative Requirement Have all lead sampling requirements prescribed by Schedule 15.1 of O.R. 170/03 been met? Legislative SDWA | O. Reg. 170/03 | 15.1-10, SDWA | O. Reg. 170/03 | 15.1-4 | (1),SDWA | O. Reg. 170/03 | 15.1-5 | (1), SDWA | O. Reg. 170/03 | 15.1-5 | (10),SDWA | O. Reg. 170/03 | 15.1-5 | (11), Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 SDWA | O. Reg. 170/03 | 15.1-5 | (12),SDWA | O. Reg. 170/03 | 15.1-5 | (2), SDWA | O. Reg. 170/03 | 15.1-5 | (3),SDWA | O. Reg. 170/03 | 15.1-5 | (4), SDWA | O. Reg. 170/03 | 15.1-5 | (5),SDWA | O. Reg. 170/03 | 15.1-5 | (6), SDWA | O. Reg. 170/03 | 15.1-5 | (7),SDWA | O. Reg. 170/03 | 15.1-5 | (8), SDWA | O. Reg. 170/03 | 15.1-5 | (9),SDWA | O. Reg. 170/03 | 15.1-7 | (1), SDWA | O. Reg. 170/03 | 15.1-7 | (2),SDWA | O. Reg. 170/03 | 15.1-7 | (3), SDWA | O. Reg. 170/03 | 15.1-7 | (4),SDWA | O. Reg. 170/03 | 15.1-9 | (1), SDWA | O. Reg. 170/03 | 15.1-9 | (2),SDWA | O. Reg. 170/03 | 15.1-9 | (3), SDWA | O. Reg. 170/03 | 15.1-9 | (4),SDWA | O. Reg. 170/03 | 15.1-9 | (5), SDWA | O. Reg. 170/03 | 15.1-9 | (6),SDWA | O. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Reg. 170/03 | 15.1-9 | (7), SDWA | O. Reg. 170/03 | 15.1-9 | (8),SDWA | O. Reg. 170/03 | 15.1-9 | (9) Observation All sampling requirements for lead prescribed by schedule 15.1 of O. Reg. 170/03 were being met. Sample dates for Lead, Alkalinity, and pH were conducted by the operator on March 9, 2021 and August 30, 2021 a two (2) locations during each period throughout the water distribution system. Question ID MRDW1096000 Question Question Type Legislative Requirement Do records confirm that chlorine residual tests are being conducted at the same time and at the same location that microbiological samples are obtained? Legislative SDWA | O. Reg. 170/03 | 6-3 | (1) Observation Records confirmed that chlorine residual tests were being conducted at the same time and at the same location that microbiological samples were obtained. During the documentation review, records reviewed verify that chlorine residuals are being collected at the same time and location as microbiological samples from the treatment plant and the water distribution system. The Owner/Operator has fulfilled the requirements prescribed by O. Reg. 170/03 6-3(1) which requires a water sample be taken and tested for a microbiological parameter, the owner of the drinking water system and the operating authority for the system shall ensure that another sample is taken at the same time from the same location and is tested immediately for, (a) free chlorine residual, if the system provides chlorination and does not provide chloramination; A review of Chain of Custody forms and log records related to regulated water samples indicate that the appropriate information is being recorded by operators. Question ID MRDW1098000 Question Question Type Legislative Requirement Has the owner indicated that the required records are kept and will be kept for the required time period? Legislative SDWA | O. Reg. 170/03 | 13 | (1), SDWA | O. Reg. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 170/03 | 13 | (2), SDWA | O. Reg. 170/03 | 13 | (3) Observation The owner indicated that the required records are kept and will be kept for the required time period. Question ID MRDW1100000 Question Question Type Legislative Requirement Did any reportable adverse/exceedance conditions occur during the inspection period? Information Not Applicable Observation There were no reportable adverse/exceedances during the inspection period. Question ID MRDW1110000 Question Question Type Legislative Requirement Was an Annual Report containing the required information prepared by February 28 of the following year? Legislative SDWA | O. Reg. 170/03 | 11 | (6) Observation The Annual Report containing the required information was prepared by February 28th of the following year. The Annual Report is posted on the Municipality of Bayham website for public viewing. This report was presented to council on February 05, 2021. Question ID MRDW1116000 Question Question Type Legislative Requirement Were the inspection questions sufficient to address other identified best practice issues? BMP Not Applicable Observation The following issues were also noted during the inspection: During the RCWSS flow capacity review, it was found that raw water taking from the wells and treated water distributed varied in comparison to the total daily and monthly flow production. The owner must evaluate all of the flow meter performance and SCADA recording methodology to ensure the system is operated within the designed engineering standards. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 Please note for the inspection review period, total flow from the treatment train and water billing meter readings was analyzed to verify/quantify the correct water usage. Question ID MRDW1082000 Question Question Type Legislative Requirement Are all microbiological water quality monitoring requirements for distribution samples prescribed by legislation being met? Legislative SDWA | O. Reg. 170/03 | 11-2 | (1),SDWA | O. Reg. 170/03 | 11- 2 | (2),SDWA | O. Reg. 170/03 | 11- 2 | (6) Observation All microbiological water quality monitoring requirements for distribution samples prescribed by legislation were being met. In accordance with Ontario Regulation 170/03 Schedule 11-2, the operating authority of the Richmond Drinking Water System obtained at least one distribution sample every two weeks. Each sample was analyzed for E. coli, total coliform, and general bacterial population expressed as colony counts on a heterotrophic plate count (HPC). Typically, the Owner collects two (2) microbiological distribution water samples from pre- determined sample points on a weekly basis. All distribution microbiological sample results during the inspection period were in compliance with Ontario Regulation 169/03 Question ID MRDW1111000 Question Question Type Legislative Requirement Have Summary Reports for municipal council been completed on time, include the required content, and distributed in accordance with the regulatory requirements? Legislative SDWA | O. Reg. 170/03 | 22-2 | (1),SDWA | O. Reg. 170/03 | 22- 2 | (2),SDWA | O. Reg. 170/03 | 22- 2 | (3),SDWA | O. Reg. 170/03 | 22- 2 | (4) Observation Summary Reports for municipal council were completed on time, included the required content, and were distributed in accordance with the regulatory requirements. The Summary Report for Richmond Community has the required content as specified in O. Reg. Ministry of the Environment, Conservation and Parks Ministère de l'Environnement, de la Protection de la nature et des Parcs Event Number: 1-29967347 170/03, Schedule 22. The Report is required to be given to municipal council by March 31st of each year. The Owner provided information that indicated that the report was presented to council on February 05, 2021. APPLICATION OF THERISK METHODOLOGY USED FOR MEASURING MUNICIPAL RESIDENTIAL DRINKING WATER SYSTEM INSPECTION RESULTS The Ministry of the Environment (MOE) has a rigorous and comprehensive inspection program for municipal residential drinking water systems (MRDWS). Its objective is to determine the compliance of MRDWS with requirements under the Safe Drinking Water Act and associated regulations. It is the responsibility of the municipal residential drinking water system owner to ensure their drinking water systems are in compliance with all applicable legal requirements. This document describes the risk rating methodology, which has been applied to the findings of the Ministry’s MRDWS inspection results since fiscal year 2008-09. The primary goals of this assessment are to encourage ongoing improvement of these systems and to establish a way to measure this progress. MOE reviews the risk rating methodology every three years. The Ministry’s Municipal Residential Drinking Water Inspection Protocol contains 15 inspection modules consisting of approximately 100 regulatory questions. Those protocol questions are also linked to definitive guidance that ministry inspectors use when conducting MRDWS inspections. PIBS 6797e April 2012 ontario.ca/drinkingwater 2 APPLICATION OF RISK METHODOLOGY The questions address a wide range of regulatory issues, from administrative procedures to drinking water quality monitoring. The inspection protocol also contains a number of non-regulatory questions. A team of drinking water specialists in the ministry assessed each of the inspection protocol regulatory questions to determine the risk (not complying with the regulation) to the delivery of safe drinking water. This assessment was based on established provincial risk assessment principles, with each question re- ceiving a risk rating referred to as the Question Risk Rating. Based on the number of areas where a system is deemed to be non-compliant during the inspection, and the significance of these areas to administrative, environmental, and health consequences, a risk- based inspection rating is calculated by the ministry for each drinking water system. It is important to be aware that an inspection rating less than 100 per cent does not mean the drinking water from the system is unsafe. It shows areas where a system’s operation can improve. The ministry works with owners and operators of systems to make sure they know what they need to do to achieve full compliance. The inspection rating reflects the inspection results of the specific drinking water system for the report- ing year. Since the methodology is applied consis- tently over a period of years, it serves as a compara- tive measure both provincially and in relation to the individual system. Both the drinking water system and the public are able to track the performance over time, which encourages continuous improvement and allows systems to identify specific areas requir- ing attention. The ministry’s annual inspection program is an im- portant aspect of our drinking water safety net. The ministry and its partners share a common commit- ment to excellence and we continue to work toward the goal of 100 per cent regulatory compliance. Determining Potential to Compromise the Delivery of Safe Water The risk management approach used for MRDWS is aligned with the Government of Ontario’s Risk Management Framework. Risk management is a systematic approach to identifying potential hazards, understanding the likelihood and consequences of the hazards, and taking steps to reduce their risk if necessary and as appropriate. The Risk Management Framework provides a formu- la to be used in the determination of risk: Every regulatory question in the inspection proto- col possesses a likelihood value (L) for an assigned consequence value (C) as described in Table 1 and Table 2. TABLE 1: Likelihood of Consequence Occurring Likelihood Value 0% - 0.99% (Possible but Highly Unlikely)L = 0 1 – 10% (Unlikely)L = 1 11 – 49% (Possible)L = 2 50 – 89% (Likely)L = 3 90 – 100% (Almost Certain)L = 4 TABLE 2: Consequence Consequence Value Medium Administrative Consequence C = 1 Major Administrative Consequence C = 2 Minor Environmental Consequence C = 3 Minor Health Consequence C = 4 Medium Environmental Consequence C = 5 Major Environmental Consequence C = 6 Medium Health Consequence C = 7 Major Health Consequence C = 8 RISK = LIKELIHOOD × CONSEQUENCE (of the consequence) 3APPLICATION OF RISK METHODOLOGY The consequence values (0 through 8) are selected to align with other risk-based programs and projects currently under development or in use within the ministry as outlined in Table 2. The Question Risk Rating for each regulatory in- spection question is derived from an evaluation of every identified consequence and its correspond- ing likelihood of occurrence: • All levels of consequence are evaluated for their potential to occur • Greatest of all the combinations is selected. TABLE 3: Does the Operator in Charge ensure that the equipment and processes are monitored, inspected and evaluated? Risk = Likelihood × Consequence C=1 C=2 C=3 C=4 C=5 C=6 C=7 C=8 Medium Administrative Consequence Major Administrative Consequence Minor Environmental Consequence Minor Health Consequence Medium Environmental Consequence Major Environmental Consequence Medium Health Consequence Major Health Consequence L=4 (Almost Certain) L=1 (Unlikely L=2 (Possible) L=3 (Likely) L=3 (Likely) L=1 (Unlikely L=3 (Likely) L=2 (Possible) R=4 R=2 R=6 R=12 R=15 R=6 R=21 R=16 Application of the Methodology to Inspection Results The Question Risk Rating quantifies the risk of non-compliance of each question relative to the others. Questions with higher values are those with a potentially more significant impact on drinking water safety and a higher likelihood of occurrence. The highest possible value would be 32 (4×8) and the lowest would be 0 (0×1). Table 3 presents a sample question showing the risk rating determination process. Based on the results of a MRDWS inspection, an overall inspection risk rating is calculated. During an inspection, inspectors answer the questions related to regulatory compliance and input their “yes”, “no” or “not applicable” responses into the Ministry’s Laboratory and Waterworks Inspection System (LWIS) database. A “no” response indicates non- compliance. The maximum number of regulatory questions asked by an inspector varies by: system (i.e., distribution, stand-alone); type of inspection (i.e., focused, detailed); and source type (i.e., groundwater, surface water). The risk ratings of all non-compliant answers are summed and divided by the sum of the risk ratings of all questions asked (maximum question rating). The resulting inspection risk rating (as a percentage) is subtracted from 100 per cent to arrive at the final inspection rating. 4 APPLICATION OF RISK METHODOLOGY 1. Source 2. Permit to Take Water 3. Capacity Assessment 4. Treatment Processes 5. Treatment Process Monitoring 6. Process Wastewater 7. Distribution System 8. Operations Manuals 9. Logbooks 10. Contingency and Emergency Planning 11. Consumer Relations 12. Certification and Training 13. Water Quality Monitoring 14. Reporting, Notification and Corrective Actions 15. Other Inspection Findings For further information, please visit www.ontario.ca/drinkingwater Figure 1: Year Over Year Distribution of MRDWS Ratings Reporting Results to MRDWS Owners/Operators A summary of inspection findings for each system is generated in the form of an Inspection Rating Record (IRR). The findings are grouped into the 15 possible modules of the inspection protocol, 0 100 200 300 400 500 600 700 YEAR A YEAR B YEAR C YEAR D YEAR E 100% Rating NUMBER OF INSPECTION RATINGS>95% to 100%>90% to 95%>85% to 90%>50% to 80%>80% to 85% 512 538 572 586 585 137 117 92 77 75 18 13 5 7 7 12 16 8 12 9 33 26 22 18 17 233 281 349 344 406 279 257 223 242 179 5% RATING BANDING BY YEAR which would provide the system owner/operator with information on the areas where they need to improve. The 15 modules are: Application of the Methodology for Public Reporting The individual MRDWS Total Inspection Ratings are published with the ministry’s Chief Drinking Water Inspector’s Annual Report. Figure 1 presents the distribution of MRDWS rat- ings for a sample of annual inspections. Individual drinking water systems can compare against all the other inspected facilities over a period of inspection years. Ministry of the Environment, Conservation and Parks - Inspection Summary Rating Record (Reporting Year - 2021-2022) DWS Name:RICHMOND COMMUNITY DRINKING WATER SYSTEM DWS Number:260074854 DWS Owner:THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Municipal Location:BAYHAM Regulation:O.REG. 170/03 DWS Category:DW Municipal Residential Type of Inspection:Detailed Inspection Date:Jan-13-2022 Ministry Office:London District Office Maximum Risk Rating:648 Inspection Module Non Compliance Rating Source 0 / 26 Capacity Assessment 0 / 42 Treatment Processes 0 / 290 Distribution System 0 / 4 Operations Manuals 0 / 42 Logbooks 0 / 30 Certification and Training 0 / 49 Water Quality Monitoring 0 / 115 Reporting & Corrective Actions 0 / 50 Overall - Calculated 0 / 648 Inspection Risk Rating:0.00% Final Inspection Rating:100.00% Inspection Rating Record Generated On 2022-03-16 (Inspection ID: 1-29967347) Ministry of the Environment, Conservation and Parks - Detailed Inspection Rating Record (Reporting Year - 2021-2022) DWS Name:RICHMOND COMMUNITY DRINKING WATER SYSTEM DWS Number:260074854 DWS Owner Name:THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Municipal Location:BAYHAM Regulation:O.REG. 170/03 DWS Category:DW Municipal Residential Type of Inspection:Detailed Inspection Date:Jan-13-2022 Ministry Office:London District Office All legislative requirements were met. No detailed rating scores. Maximum Question Rating:648 Inspection Risk Rating:0.00% FINAL INSPECTION RATING:100.00% Inspection Rating Record Generated On 2022-03-16 (Inspection ID: 1-29967347) REPORT PHYSICAL SERVICES TO: Mayor & Members of Council FROM: Ed Roloson, Manager of Capital Projects - Water/Wastewater Operations DATE: April 7, 2022 REPORT: PS-07/22 SUBJECT: PUBLIC WORKS 2022 CAPITAL PROJECTS – PW-17, PW-19, AND PW-105 BACKGROUND: At its October 5, 2021 Special Meeting, Council received the 2022-2031 Capital Budget package and passed the following resolution: Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report TR-12/21 re 2022-2031 Capital Budget – Draft be received for information; AND THAT Council approve in principle the 2022-2031 Capital Budget. Included the Capital Budget are the following Capital Items applicable for 2022:  PW-17 (Stafford Rd. single tar and chip - $50,000)  PW-105 (Clarke Rd. from Glen Erie Line to Lakeshore Line – conversion of gravel to tar and chip - $100,000)  PW-19 (gravel program - $190,000) DISCUSSION: Within the past 6 months, staff have recognized a growing need to address a number of gravel road concerns. The main areas of concern are related to various degrees of precipitation, erosion, road characteristics (traffic type and volumes), as well as the lack of granular material required to maintain safe and stable road sections. The Municipality currently maintains 61.9 kilometres of gravel-surfaced roads with an annual capital contribution for granular material of $190,000. Staff acknowledge and understand that the current financial environment impacts the amount of granular material able to be purchased within the approved Capital Budget. With that said, staff are recommending that PW-17 and PW-105 totaling $150,000 be repurposed to PW-19 gravel program for a total of $340,000. This will significantly contribute to mitigating potential liability exposure. Stafford Rd. (PW-17) is currently in good condition, maintaining an excellent tar-and-chip road surface profile with low traffic volume. Clarke Rd. (PW-105) experiences higher traffic volumes however maintains a stable granular surface due to recent drainage and road bed upgrades. Because of this, staff have deemed both of these projects as relatively low priority against other capital works for 2022. Capital upgrades to both of these road sections can be reevaluated as required and considered within future capital budgets. RECOMMENDATION: 1. THAT Staff Report PS-07/22 re: Public Works 2022 Capital Projects – PW-17, PW-19, and PW-105 be received for information; 2. AND THAT the $150,000 allocated in the 2022 Capital Budget for Items PW-17 and PW- 105 be repurposed to the 2022 Capital gravel program, Item PW-19. Respectfully Submitted by: Reviewed by: _________________________ __________________________ Ed Roloson Thomas Thayer, CMO Manager of Capital Projects – CAO/Clerk Water/Wastewater Operations REPORT PHYSICAL SERVICES TO: Mayor & Members of Council FROM: Steve Adams, Manager of Public Works DATE: April 7, 2022 REPORT: PS-08/22 SUBJECT: TRANSFER OF MAINTENANCE PROVIDER FOR AGREEMENT NO. 0753 AND BY-LAW 2021-023 – PORT BURWELL EAST BEACH & PORT BURWELL COMMUNITY PARK WASHROOM MAINTENANCE BACKGROUND RFP 21-01 Port Burwell East Beach & Port Burwell Community Park Washroom Maintenance was posted on January 8, 2021 and closed February 8, 2021. No Bids were received upon closing date. Staff reposted RFP-21-01 on March 1, 2021 and closed on March 22, 2021 with one bid submitted by PK Property Maintenance for a weekly fee of $ 1,015.00+HST. On April 1, 2021, the Council of The Corporation of the Municipality of Bayham passed the following resolution: THAT Report PS-04/21 re RFP 21-01 East Beach Washroom Maintenance & Port Burwell Community Park Washroom Maintenance be received for information; AND THAT Council direct staff to bring forward a by-law to authorize and Agreement with PK Property Maintenance for 2021 to 2025 in the amount of $ 1,015+ HST/Weekly for a 22 week period for the Port Burwell East Beach & Port Burwell Community Park Washroom Maintenance for Council consideration. This contract agreement was to be in place 2021-2025 with two one-year mutual options for extensions. Seasonally, this is in place from May 1 through to September 30 each year. DISCUSSION On March 23, 2022, PK Property Maintenance submitted a letter to staff indicating the termination of its contract with the Municipality in regards to Agreement No. 0753. Within the correspondence, PK Property Maintenance indicated that the facility cleaning would be taken over by Elgin Property Maintenance, operated by Robin Kicksee and previously associated with PK Property Maintenance. After discussing with Ms. Kicksee of Elgin Property Maintenance, she has indicated an interest in carrying out the terms of the Agreement if Council wishes to transfer the Agreement from PK Property Maintenance to Elgin Property Maintenance. Should Council wish to entertain this option and for ease of transfer, it is recommended that the existing Agreement with PK Property Maintenance be terminated and a new Agreement, with the same terms and conditions, be entered into with Elgin Property Maintenance. RECOMMENDATION. 1. THAT Report PS-08/22 re Transfer of Maintenance Provide for Agreement No. 0753 and By-Law 2021-023 – Port Burwell East Beach & Port Burwell Community Park Washroom Maintenance be received for information; 2. AND THAT Council terminate the existing Service Agreement with PK Property Maintenance; 3. AND THAT Council authorize the execution of a Service Agreement with Elgin Property Maintenance for maintenance of the Port Burwell East Beach & Port Burwell Community Park Washrooms under the same terms and conditions as the Agreement with PK Property Maintenance; 4. AND THAT the appropriate by-law be brought forward for Council’s consideration. Respectfully Submitted by: Reviewed by: _________________________ _________________________ Steve Adams Thomas Thayer, CMO Manager of Public Works CAO|Clerk A-23/21 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: ANDREW AND KIM HEUTINCK, CONCESSION 10 NORTH PART LOT 20 AND 21, GREEN LINE TAKE NOTICE that the Municipality of Bayham has received a completed application for a proposed Minor Variance (A-23/21) which is a resubmission of previously approved Minor Variance due to unfulfilled conditions. AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, April 7th, 2022 at 6:45 pm to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. Please reference the Committee of Adjustment subject Agenda on the municipal website for the electronic meeting link. If you wish to participate in the virtual public meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the meeting. THE PURPOSE of the variance is to grant relief from Zoning By-law regulations in Section 5.4 Minimum Lot Frontage, to permit minimum lot frontage of 50.0 m (164 ft) whereas 150.0 m (492 ft) is the permitted minimum, for lands located at Concession 10 North Part Lots 20 and 21 at the east end of Green Line. THE EFFECT of this variance will be to permit reduced minimum lot frontage on an opened maintained road including the applicant entering into a development agreement with the Municipality for the applicant to upgrade and extend the municipal roadway on a 50.0 m by 20.1 m (665 ft) portion of unopened road to municipal standards, where the existing zero lot frontage is improved to permit future development of the subject lands. The applicants were unable to find contractors to complete the road upgrade work during the previous approval time frame. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. DATED at the Municipality of Bayham this 28th day of March 2022. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca W: www.bayham.on.ca A-02/22 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: CASEY WHITE AND NATALIE LACHANCE LOCATION: 57258 EDEN LINE TAKE NOTICE that the Municipality of Bayham has received a completed application for a proposed Minor Variance (A-02/22). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, April 7th, 2022 at 6:45 pm to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. Please reference the Committee of Adjustment subject Agenda on the municipal website for the electronic meeting link. If you wish to participate in the virtual public meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the meeting. THE PURPOSE of the variance is to grant relief from Zoning By-law regulations in Section 4.2 c) Accessory Uses, Section 9.7 Maximum Floor Area for an Accessory Building and Section 9.10 Minimum Rear Yard Setback to permit: maximum combined accessory building floor area of 210 m2 (2,260 ft2) whereas 75.0 m2 (807 ft2) is the permitted maximum; and, to grant relief from Section 5.2 Permitted Uses in the Agricultural (A1) zone for accessory uses on a lot with two zones, Agricultural (A1) and Hamlet Residential (HR) zones, to permit accessory building to the residential use in the A1 zone; to permit zero (0) minimum rear yard setback for the proposed accessory building located on a portion of the A1 and HR zoned lands where the zone boundary of for lands with split zoning is considered a lot line; and, to permit an accessory building in the front yard whereas accessory buildings are not permitted in the front yard, for lands located at 57258 Eden Line, north side, west of Ridge Line, in the hamlet of Eden. THE EFFECT of this variance will be to recognize the existing barn with 60.2 m2 (648 ft2) floor area and an existing shed with floor area of 8.9 m2 (96 ft2), to the rear of the lot, and permit a portion of the proposed accessory building as permitted buildings and structures accessory to the existing dwelling; to recognize the existing shed with floor area of 42.7 m2 (460 ft2) which is located in the front yard whereas accessory buildings are not permitted in the front yard; and to permit the development of an accessory building (garage) with floor area of 97.7 m2 (1,051 ft2) to be located to the rear of the new dwelling constructed in 2020 and located on A1 and HR zoned portions of the lot. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. DATED at the Municipality of Bayham this 25th day of March 2022. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca W: www.bayham.on.ca Hamlet of Eden ZBA-08/22 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: JOHN AND JENNIFER KLASSEN / KLASSEN AUTOMOTIVE PARTS, 9253 PLANK ROAD TAKE NOTICE that the Municipality of Bayham has received a complete application for a Zoning By-law Amendment Application ZBA-08/22 AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a virtual electronic public meeting on Thursday, April 7th, 2022 at 7:30 p.m. to consider a proposed Zoning By-law amendment under Section 34 of the PLANNING ACT. Please reference the subject Agenda on the municipal website for the electronic meeting link to view the meeting on the municipal YouTube Channel. If you wish to participate in the virtual public meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the meeting. THE PURPOSE of this By-law is an amendment to change the zoning regulations on a 2,344 m2 (0.58 acre) parcel of land from a Central Business District and Village Residential (C1/R1) zone to a site-specific Central Business District and Village Residential (C1/R1-XX) zone to permit a buffer strip of 3.2 m (10.5 ft) whereas 4.5 m (14.8 ft) is the permitted minimum for the commercial building; and to permit a buffer strip of 1.8 m (5.9 ft) whereas 4.5 m is the permitted minimum for the commercial building parking lot; to permit side yard setback of 0.25 m (0.82 ft) whereas 4.5 m is the permitted minimum for a commercial use abutting an Open Space (OS) zone, in Zoning By-law Z456-2003. The subject lands are located on the west side of Plank Road, south of Heritage Line, known as 9253 Plank Road. THE EFFECT of this By-law will be to permit an existing reduced buffer strip for the building to facilitate proposed building enlargement of the automotive parts business; to permit reduced buffer strip for the proposed parking lot associated with the enlargement; and to recognize the existing side yard setback (north side). The property is also subject to site plan control. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality at a public meeting regarding land use planning applications. When possible please consider utilizing written correspondence to the undersigned. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 18th day of March 2022. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca St. Thomas Elgin Social Services 2021 Update Joint Annual Accessibility Status Report 2021 Council Approves Several Long- Term Care Homes Policy Updates Council Approves a Commissioner of Affidavits/Oaths Policy Information Technology Update Approval of Construction Tenders Elgin County Seeks Public Feedback Regarding Naming at Terrace Lodge March 22, 2022 Elgin County Council Highlights March 22, 2022 www.elgincounty.ca In this Issue St. Thomas Elgin Social Services 2021 Update 1 Elgin County Council received a delegation from St. Thomas Elgin Social Services with their 2021 programs and services update. The update includes information from Child Services, Ontario Works, and Housing and Homelessness Services. Updates included programs and services offered in each area, new programs and service enhancements in 2021, number of program participants, relevant statistics, and the impact of the COVID-19 pandemic. A copy of the presentation from Child Services, Ontario Works, and Housing and Homelessness Services can be found in the March 22, 2022 County Council Agenda Package. Elgin County and its Local Municipal Partners (LMPs) are required to collaboratively prepare an annual accessibility status report on the progress of measures taken to implement the goals outlined in the Joint Multi-Year Accessibility Plan designed to meet the requirements of the Accessibility for Ontarians with Disabilities Act (AODA). March 22, 2022 Joint Annual Accessibility Status Report 2021 2 Council Approves Several Long-Term Care Homes Policy Updates Administrative Policy Manual Review Infection Control Policy 2.10 – Immunization – Staff COVID-19 2.23 Pandemic Prevention and Control – Staff Testing Administration Policy 1.35 - Visitors and Resident Absences During a Pandemic Council approved updates to several Long-Term Care Homes policies at its meeting held on March 22, 2022. Updated policies include: A full explanation of updates and the updated policies referenced above are included in the March 22, 2022 County Council Agenda Package. The Elgin County Accessibility Coordinator presented this report to Council at its meeting on March 22, 2022. The report contained a summary of accessibility accomplishments over the course of 2021 at the County level and at the Local Municipal Partner level. Some of these accomplishments include the completion of the Joint Multi-Year Accessibility Plan, accessible parking for Furnival Road in Rodney and an accessible elevator project which is currently underway at the Elgin County Administration Building. A full list of accessibility accomplishments is included in the March 22, 2022 County Council Agenda Package. Council approved a policy to govern the commissioning of documents at the County of Elgin. Commissioners of Affidavits (more commonly referred to as Commissioners of Oaths) are called upon to commission a variety of documents for members of the public including proof of residency, vehicle transfers and a number of government-related documents. A Commissioner is responsible for verifying the identity of an individual utilizing valid photo identification and signature and ensuring that the affidavit (oath or affirmation) is administered correctly. Clerks, Deputy Clerks, Treasurers, Deputy Treasurers and those authorized to practice law in Ontario, by virtue of their office, are authorized to commission documents. This policy formally governs the procedures that will be used to administer this service. Council also approved a fee of $20 for this service to be included in the County’s Fees and Charges By-Law which will be considered at a future meeting of Council. March 22, 2022 Council Approves a Commissioner of Affidavits/Oaths Policy 3 Information Technology Update The Director of Information Technology Services provided Council with an update of the department’s activities over the past year as they relate to recommendations within the Service Delivery Review. Updates included information about Cyber Security and how the County ensures the security of its devices and data, updates regarding staff training, initiatives completed in 2021 and initiatives planned for 2022. The full report is available in the March 22, 2022 County Council Agenda Package. Cold-In-Place Asphalt Recycling Council selected Roto-Mill Inc. to complete Cold In-Place Asphalt Recycling on various roads, Tender No. 2022-T08 at a total price of $2,889,846.51 inclusive of a $50,000 contingency allowance and exclusive of H.S.T. Hot Mix Asphalt Paving Council selected J-AAR Excavating Limited to complete Hot Mix Asphalt Paving on various roads, Tender No. 2022-T10 at a total price of $4,498,651.50 inclusive of a $50,000 contingency allowance and exclusive of H.S.T. For full details regarding the above-mentioned tenders, please review the March 22, 2022 County Council Agenda Package. March 22, 20224 Approval of Construction Tenders Elgin County Seeks Public Feedback Regarding Naming at Terrace Lodge The County of Elgin is asking residents of Terrace Lodge and their families, Elgin County staff, and members of the public for feedback regarding the naming of resident home areas and common areas in the newly redeveloped home. Feedback is being collected through a survey that will be available until April 21, 2022. The Terrace Lodge Long-Term Care Home located in Malahide Township, Elgin County is undergoing a redevelopment that is scheduled to be completed in 2024. Terrace Lodge was originally built in 1977 and has been home to hundreds of Elgin County residents over the past 40 years. The redevelopment has been designed to better meet the complex needs of Long-Term Care residents now and into the future. Phase One of construction is well underway and it is now time to select updated, meaningful, community-based names for new resident home areas and common areas. “ Terrace Lodge has been an important part of our community for over forty years,” said Warden Mary French. “This is an exciting opportunity to choose names for our resident home areas and common areas that are modern, inviting and unique to the community in which Terrace Lodge is located. I often find that some of the most creative ideas come from members of our community. I encourage residents and anyone who has a connection with the Terrace Lodge Long-Term Care Home to fill out this short survey and provide us with your valuable feedback.” For the complete March 22, 2022 County Council Agenda Package please visit the Elgin County website. March 22, 20225 Paper copies of the survey are available at Terrace Lodge for residents, their families, visitors, and staff. Paper copies of the survey are also available at all ten branches of the Elgin County Library. The survey can be accessed online at: https://bit.ly/3NbkToV For regular updates about Terrace Lodge Redevelopment construction please visit https://engageelgin.ca/tlredevelopment. [Type text] TILLSONBURG DISTRICT MEMORIAL HOSPITAL 167 Rolph St., Tillsonburg, ON N4G 3Y9 Phone: 519-842-3611 Fax: 519-842-6733 www.tillsonburghospital.on.ca ALEXANDRA HOSPITAL, INGERSOLL 29 Noxon St., Ingersoll, ON N5C 1B8 Phone: 519-485-1732 Fax: 519-485-9606 www.alexandrahospital.on.ca Media Release Date: March 29, 2022 Tillsonburg Tillsonburg District Memorial Hospital, Declares COVID Outbreak (Visitor restrictions in place) An outbreak of COVID-19 has been declared at Tillsonburg District Memorial Hospital (TDMH) on the 2 South (2S) in-patient unit. The outbreak was declared Tuesday, March 29, 2022. There are currently less than five (5) patients involved in the outbreak who have tested positive. All patients on the affected unit and their families are being notified. TDMH continues to work closely with Southwestern Public Health (SWPH) to implement enhanced precautions and measures to limit this COVID-19 outbreak to keep our patients, staff, physicians, and our community safe. In addition to existing measures to control the outbreak, TDMH is implementing additional measures including: • Surveillance COVID testing of all inpatients. • Symptom monitoring of all staff working on the impacted area. • Additional visitor restrictions on the affected unit. • Admission restrictions to the affected unit. It is important that our community does not delay seeking care for any urgent or emergent needs. Our Emergency Department remains open. The protection of patients, staff and physicians remains our top priority and we are doing everything possible to bring a safe and timely end to this outbreak. “We want to reassure the public that our precautions, practices, and protocols to address COVID-19 within the hospital continue to be followed carefully,” states Mike Bastow, AHI/TDMH Interim President and CEO. “Our goal is to curb transmission within the hospital as well as protecting the health and safety of our community,” says Bastow. At this time only necessary visitors for compassionate grounds are permitted on the 2S inpatient unit. Current visiting restrictions remain in effect for all other units in the hospital. The community can help to ensure the health and safety of all individuals at TDMH and within the community by continuing to follow public health guidelines, including staying at home as much as possible, frequent hand washing, wearing a mask, physical distancing, and not socializing with anyone outside of your immediate household. -30- Media Contact: Mike Bastow, Interim President and CEO Phone Number: AHI 519-485-1700 ext. 8219; TDMH 519-842-3611 ext. 5316 E-mail: mike.bastow@ahi.ca or mike.bastow@tdmh.on.ca FINAL Municipality of Bayham Council March 25, 2022 Dear Partners, I am writing with introduction and invitation to participate in an historic initiative taking place in our community. The Government of Canada has created a commemorative pin to mark the Platinum Jubilee of Her Majesty Queen Elizabeth II in 2022, quantities of which are being distributed through Members of Parliament. Karen Vecchio, MP has decided to use this occasion to recognize outstanding members of the Elgin-Middlesex-London community via nomination by fellow community members, with the pins to be awarded to successful nominees at a ceremony in June. The pins are to be distributed on an equitable per capita basis among Elgin-Middlesex-London municipalities. Several nomination categories have been established: • Arts and Culture – Recognizing those individuals or groups who make exceptional contributions to the visual, literary, arts, or who advocate for cultural diversity and vitality. • Community Commitment – Recognizing “unsung heroes,” or individuals who make outstanding contributions to the community, lead by example, and inspire excellence through community commitment in dynamic participation, leadership, and active citizenship. • Environment – Recognizing individuals who make significant contributions in environmental stewardship, protection, and education. • Heritage—Recognizing individuals who make exceptional contributions to the preservation of natural, built, and cultural heritage through conservation, projects, education, or advocacy. • Health, Wellness, Activity and Sport – Recognizing those individuals or groups who make exceptional contributions to enhancing mental, physical, or emotional wellbeing, and active lifestyles in the community. • Reconciliation in Action – Honouring Indigenous leaders and/or allies committed to finding a new path forward. These individuals engage their communities in dialogue and action to strengthen relationships. These individuals also support healing and building more just and equitable communities for all people. These individuals may also be champions or advocates committed to the reconciliation movement. • Entrepreneurship – Recognizing individuals who have taken an innovative approach to solving a problem, filling a need, or breaking into a new market. These individuals have drive, ingenuity, and a solid vision for their businesses that separate them from their competitors. They may have a founder, owner, leader, or other innovator who has been operating for a minimum of three (3) years. • Young Person of Distinction – Recognizing exceptional young people aged 18- 25 who demonstrate leadership, maturity, and compassion. These individuals have made a significant difference in our community to a cause or pursuit of a personal dream while showing perseverance, innovation, and a keen understanding of community issues. • COVID-19 Pandemic Response Award – Salutes individuals who supported the resilience, resourcefulness, and tenacity that have been the hallmark of our community’s response to the pandemic. The nomination deadline is Thursday, May 12, 2022. Your support is requested in increasing awareness of this remarkable opportunity and making the nomination form readily accessible in your communities. Please consider promoting the initiative using the attached graphic and above details, and having printed copies of the attached nomination form available in your municipal office. Any questions regarding the initiative can be directed to the office of Karen Vecchio, MP at 519-637-2255. Thank you very much for your consideration and I look forward to seeing you soon. Sincerely, Mary French, Warden County of Elgin P a g e | 1 *Nomination forms that are not thorough and complete will NOT be considered. THE PLATINUM JUBILEE OF HER MAJESTY QUEEN ELIZABETH II NOMINATION FORM NOMINEE MUST BE A RESIDENT OF ELGIN-MIDDLESEX-LONDON · PLEASE PRINT CLEARLY NOMINEE INFORMATION Last Name Given Name (s) Street Address Apartment/Unit # City/Town Prov. Postal Code Phone ( ) E-mail Address Gender MALE FEMALE OTHER Language ENGLISH FRENCH Date of Birth (mm/dd/yy) __________ /_____________ /___________ Military? YES NO Rank (Specify) Is the Nominee a Canadian citizen? YES NO Is the Nominee currently alive? YES NO Current Position of Nominee (Optional) RECOGNITION CATEGORY Arts and Culture Community Commitment Environment Heritage Health, Wellness, Activity & Sport Reconciliation in Action Entrepreneurship & Innovation Young Person of Distinction COVID-19 Pandemic Response Award Other__________________________________________ SUMMARY OF NOMINEE’S ACHIEVEMENTS Use this space to provide a short citation or brief summary of the nominee’s achievements. ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ P a g e | 2 *Nomination forms that are not thorough and complete will NOT be considered. NOMINATOR INFORMATION Last Name Given Name Street Address Apartment/Unit # City/Town Prov. Postal Code Phone ( ) E-mail Address Relation to the Nominee How long have you known the Nominee? REFERENCES (OPTIONAL) List up to three other references willing to vouch for your Nominee. Full Name Relation to Nominee Company/Organization Phone ( ) Address Full Name Relation to Nominee Company/Organization Phone ( ) Address Full Name Relation to Nominee Company/Organization Phone ( ) Address May we contact your listed references? YES NO May we contact you for more information? YES NO DISCLAIMER AND SIGNATURE I certify that the answers enclosed are true and complete to the best of my knowledge. Signature Date All completed submission can be emailed to the Office of Karen Vecchio at karen.vecchio@parl.gc.ca or dropped off at 215- 750 Talbot St. St. Thomas, ON N5P 1E2 (CASO Station) ** Please note no postage is required to mail to the Office of Karen Vecchio** P a g e | 3 *Nomination forms that are not thorough and complete will NOT be considered. RECOGNITION CATEGORY AWARD CATEGORY RECOGNITION/ CRITERIA ARTS AND CULTURE Recognizing those individuals or groups who make exceptional contributions to the visual, literary, arts, or who advocate for cultural diversity and vitality COMMUNITY COMMITMENT Recognizing “unsung heroes”, or individuals who make outstanding contributions to the community, lead by example, and inspire excellent through community commitment in dynamic participation, leadership, and active citizenship. ENVIRONMENT Recognizing individuals who make significant contributions in environmental stewardship, protection, and education. HERITAGE Recognizing individuals who make exceptional contributions to the preservation of natural, built, and cultural heritage through conservation, projects, education, or advocacy. HEALTH, WELLNESS, ACTIVITY & SPORT Recognizing those individuals or groups who make exceptional contributions to enhancing mental, physical, emotional well-being, and active lifestyles in the community. RECONCILIATION IN ACTION Honouring indigenous leaders and/or allies, committed to finding a new path forward. These individuals engage their communities in dialogue and action to strengthen relationships. These individuals also support healing and building more just and equitable communities for all people. These individuals may also be champions or advocates committed to the reconciliation movement. P a g e | 4 *Nomination forms that are not thorough and complete will NOT be considered. ENTREPRENEURSHIP & INNOVATION Recognizing individuals who have taken an innovative approach to solving a problem, filling a need or breaking into a new market. This individual has drive, ingenuity and a solid vision for his/her business that separates them from their competitors. They may be a founder, owner, leader, or other innovator who has been operating for a minimum of three (3) years. YOUNG PERSON OF DISTINCTION Recognizes an exceptional young person aged 18-25 (ages?) who demonstrates leadership, maturity and compassion. These individuals have made a significant difference in our community to a cause or pursuit of a personal dream while showing perseverance, innovation and a keen understanding of community issues. COVID-19 PANDEMIC RESPONSE AWARD Salutes individuals who supported the resilience, resourcefulness and tenacity that have been the hallmark of our community’s response to the pandemic. 1 March 16, 2022 Council of the Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville ON N0J 1Y0 Re: Notice of lease renewals for Elgin County Library branch facilities Dear Members of Council: Please be advised that Elgin County Council approved the following recommendations at the March 8, 2022 meeting: RESOLVED THAT the presentation titled “Setting the Framework for Library Lease Renewals” dated March 8, 2022 from the Director of Community and Cultural Services be received and filed; and THAT a standardized lease rate of $17 per square foot be established for all ten library facilities; and THAT notice be provided to local municipal partners and the Port Stanley Festival Theatre regarding the need to execute new lease agreements for Elgin County Library branches by the end of 2022. - Motion Carried. Enclosed please find the presentation that was received by County Council. A draft lease agreement will be presented to your Council for consideration and execution well before the end of 2022. Please do not hesitate to contact me should you have any further questions. Yours in partnership, Brian Masschaele Director of Community and Cultural Services Cc: Julie Gonyou, CAO Setting the Framework for Library Lease Renewals Presentation to Elgin County Council March 8, 2022 Overview 1.Library Lease Renewals –The opportunity for a ten-year+ framework beginning in 2023 2.Branch overviews and recent improvements 3.Current leases –The background story and current payments 4.Peer comparisons with other county library systems 5.Local market considerations 6.The case for standardized leases with a common base rate 7.Council options 8.Timelines 9.Recommendations 10.Questions 11.Appendix –Current lease agreement example (for Straffordville Library) Library Lease Renewals –The Opportunity Elgin County Library leases its ten branches from local municipal partners and the Port Stanley Festival Theatre. These leases all expire at the end of 2022. After 16 years, County Council now has an opportunity to review these leases, establish a sustainable framework for the future and engage local municipal partners and the Port Stanley Festival Theatre in the process. Direction is now being sought from County Council on a path forward for lease renewals for 2023 and beyond, considering matters such as: Having the same standard agreement apply to all ten locations; Determining whether to use a new base rate for square footage payments for all ten locations or whether to consider local market factors which will likely result in variable payments; Partnership opportunities; The appropriate term for the initial lease and any subsequent renewals. Straffordville Library •4,000 square feet leased from Municipality of Bayham •Recent improvements: Accessible washrooms and extensive interior renovations in 2012; elevator installed in 2021 Fred Bodsworth Public Library of Port Burwell •800 square feet leased from Municipality of Bayham •Recent improvements: Accessible ramp in 2018; Interior renovations, accessibility improvements and exterior signage in 2019 Springfield Library •1,850 square feet leased from Township of Malahide as part of Malahide Community Place •Opened as part of Malahide Community Place in 2010 Belmont Library •3,199 square feet leased from the Municipality of Central Elgin •Expansion and interior renovations in 2015-16 to include an accessible entrance, elevator, expanded children’s area and exterior signage Aylmer Library •3,081 square feet leased from the Town of Aylmer •Front entrance door assist hardware installed in 2018; new circulation desk and furnishings installed in 2018; flooring replacement throughout in stages between 2018 and 2020 Port Stanley Library •4,640 square feet leased from the Port Stanley Festival Theatre •Extensive renovations in 2014, including flooring, windows, staff areas and a loading dock. Interior painting in 2019 Southwold Township Library, Shedden •3,657 square feet leased from the Township of Shedden as part of the Keystone Complex •Opened in 2017 John Kenneth Galbraith Library, Dutton •5,000 square feet leased from the Municipality of Dutton Dunwich •Barrier-free washroom installed in 2018; exterior digital signage installed in 2021 West Lorne Library •1,793 square feet leased from the Municipality of West Elgin as part of the West Lorne Community Complex •Entire space refurbished in 2007. Ceiling and roof repairs in 2021 Rodney Library •1,428 square feet leased from the Municipality of West Elgin •Extensive interior renovations in 2011 Current Leases -Background •Current leases established in 2007 and apply to all branches except Aylmer which was under a separate 40-year lease •All leases, including Aylmer, will expire at the end of 2022, having been renewed twice over the term •All leases are with local municipal partners with the exception of Port Stanley which is owned by the Port Stanley Festival Theatre but has the same lease •Leases establish a “tenant / landlord relationship” between the County of Elgin (the tenant) and local municipal partners (the landlord) •In exchange for regular lease payments from the County, local municipal partners and the Port Stanley Festival Theatre (the building owners) are responsible for construction, repairs and capital maintenance of facilities (such as cleaning and snow removal) •All branches have benefitted from improvements and timely maintenance under the current leasing framework. In particular, major improvements have been made to make branches more accessible using lease revenue and the federal government’s Enabling Accessibility Fund through the support of the County’s Accessibility Coordinator Current Leases -Background •Current lease established a base rate of $12 per square foot based on an assessment of contemporary market rates, particularly as they applied to Port Stanley at the time (which was the highest rate), with provision for annual inflationary increases based on the October consumer price index (CPI) for the previous year •Not all local municipal partners adopted the standard lease at the same time. This has resulted in inconsistent payments to local municipal partners over the course of the lease’s term. 2022 Lease Payments Branch Lease Payment Per Square Foot (2022 rate) Straffordville $16.03 to Bayham Port Burwell $16.03 to Bayham Springfield $15.28 to Malahide Aylmer $7 to Aylmer (40-yr lease expires 2022) Belmont $15.80 to Central Elgin Port Stanley $17.04 to Port Stanley Festival Theatre Shedden $13.94 to Southwold Dutton $16.03 to Dutton Dunwich West Lorne $16.03 to West Elgin Rodney $16.03 to West Elgin Peer Comparisons –What do other county libraries pay? Payments by a county to local municipal partners is common practice in two-tier counties as the local municipality is in the strongest position to determine where the library is best located based on local planning considerations, opportunities for co-location with other services and size of facility that can be sustained to meet the community’s needs. An informal survey of other county library systems indicates that the rates paid by Elgin County to local municipal partners are the highest among county systems in Ontario. Here is a sampling of rates paid by other county systems: Middlesex County Library -$7.18 to $11.35 per square foot with tiered rates depending on level of service provided; Oxford County Library –Variable rates based on local market factors, ranging from $2.92 per square foot to $13.50 per square foot; Stormont, Dundas and Glengarry Library -$8.34 per square foot + cleaning costs; Huron County Library -$10,000 to $15,000 annually per location through a maintenance grant to local municipal partners depending on size and level of service provided; Bruce County Public Library -$8.09 per square foot with 2% annual inflationary increase; Kingston-Frontenac Public Library –no payments to local municipal partners who also provide cleaning and maintenance services. Local Market Conditions •Square footage rates for commercial properties across Elgin County do vary depending on location. •A market analysis was completed for leased space in the Elgin County Administration Building (ECAB) in 2018. This study revealed that market rates at that time for the ECAB were $13 to $15 per square foot, inclusive of utilities, parking, cleaning and capital maintenance. •Current tenant lease rates in ECAB do vary but are in the vicinity of $18.20 per square foot, inclusive of utilities, parking, cleaning and capital maintenance. Effectively, this is the current market rate in ECAB. •The 2018 ECAB market analysis cost $3,000 to complete. A market analysis for library branches will cost considerably more given that ten locations will be involved, each with unique market rate considerations. The case for standardized leases •While facilities do vary in terms of size, age and general building conditions, the current leasing framework has worked well over recent years, helping to inspire new facilities, expansions and improvements throughout the system while at the same time making roles and responsibilities clear between both parties. •Some county systems expressed challenges with issues like the frequency of cleaning, snow removal and responsibility for repairs and are contemplating terms similar to what Elgin County already has in place. While Elgin County does pay the highest rates, these issues largely do not exist here given that there is a clear understanding that lease payments are intended to cover all costs associated with maintenance and capital upgrades through clear terms which are articulated in lease agreements. •A standard lease with a new base rate that applies to all locations is also in keeping with recommendations of the Service Delivery Review to eliminate inefficient processes. Variable rates will require a costly market review, will result in regular reconciliations by finance staff and could create expectations of tiered service based on the amount that is being paid or how well the facility is being maintained. The case for standardized leases Port Stanley Festival Theatre previously adopted the standard lease that applies to other municipally owned buildings and there is no indication that they will not participate in a renewal with standardized terms similar to LMPs going forward. However, Council can consider Port Stanley as a separate entity and negotiate outside of this framework. In the case of Aylmer, this lease is unique in the system in that it does establish a tenant / landlord relationship in exchange for square footage payments to the town ($7 per square foot), but it also contains provisions for shared capital costs on the building. It is recommended that all municipal partners, including Aylmer, be offered similar terms for lease renewals in 2023 which means that the County will no longer be responsible for major capital costs in exchange for enhanced payments to the Town of Aylmer. The County has precedence in revising active leases to encompass new or larger facilities. For instance, revisions were made to leases for both Springfield and Belmont branches when a new facility and expansion were achieved at these locations. Agreeing to a five-year lease for the current location of Aylmer Library will not prevent Aylmer Town Council from proceeding with re-location or expansion to the library whenever the opportunity arises. A new base rate of $17 per square foot? •In lieu of a comprehensive market analysis, Council may wish to consider making the current rate paid to Port Stanley as the new base rate for all locations. This was the approach taken in 2007 and has worked well. This would mean that a base rate of $17 would serve as the new base for all locations beginning in 2023, with annual CPI adjustments applied thereafter. •29,448 square feet is currently leased by the library across the system from municipal partners and Port Stanley Festival Theatre. Using the 2022 rates above, the impact in 2023 of moving to a base rate of $17.00 per square feet will result in an annual budget increase of approximately $27,000 after projected CPI increases are applied to 2023. Approximately $18,000 of this increase can be attributed to a rise in payments to the Town of Aylmer in exchange for adopting the standard lease. Should Council opt to go in the direction of establishing $17 per square foot as the new base rate, a placeholder will be put into the draft 2023 budget with recommendations on how to fund this increase for consideration as part of the 2023 budget process. •Such an increase is sustainable and will make payments truly equitable across the system for the first time. These payments have proven successful in maintaining branches to a high standard. Other issues to consider as part of renewals Terms to allow for usage of library facilities by community partners and organizations beyond library operating hours. There is capacity to consider usage by community groups and partner agencies beyond formal operating hours. This may also be a revenue opportunity for both the library and local municipal partners. More explicit terms for facility improvements such as painting and flooring improvements based on a multi-year schedule. Terms that allow leases to be adapted should a new or larger facility emerge. Provision for staff parking wherever necessary, particularly at Port Stanley and Aylmer. Council options for lease renewals •Option 1: Standardized for all locations with a common base rate per square foot. $17 per square foot is recommended; •Option 2: Standardized terms that maintain the tenant / landlord relationship between the County and local municipal partners / Port Stanley Festival Theatre but with variable rates paid based on an assessment of local market factors; •Option 3: Standardized terms and a common base rate based on a market evaluation for the nine branches owned by local municipal partners and a non- standard lease with Port Stanley Festival Theatre with rates that would apply to Port Stanley Library only. For each option, it is recommended that leases apply for an initial five-year term and at least one renewal of five years and possibly a second renewal. Leases do need to be long-term to give the library and municipal partners stability to provide the service and to plan capital improvements. Timeline for achieving lease renewals •Immediately –Consider Council feedback. What further information does Council need? •Provide initial notice to local municipal partners and the Port Stanley Festival Theatre regarding the need to renew leases for 2023 and beyond with anticipated timelines for execution. A presentation to local CAOs seeking their initial feedback has already been made. •End of May 2022 -Based on Council’s direction, engage in the necessary background research for the purposes of presenting a draft framework for County Council approval. •End of July 2022 –In partnership with the County Solicitor, present draft lease agreements to local municipal partners and Port Stanley Festival Theatre with a deadline of October 1st, 2022 to authorize. This will give local municipal partners two months to consider and approve agreements. These renewals will not be impacted should lame duck status apply; •November 1, 2002 –Provide a summary update to County Council regarding renewals to take effect in 2023. Recommendations THAT the March 8, 2022 presentation titled “Setting the Framework for Library Lease Renewals”, submitted by the Director of Community and Cultural Services, be received and filed for information, and; THAT Elgin County Council provide direction on the matter of establishing common terms and a common base rate for all ten library facilities; and, THAT notice be provided to local municipal partners and the Port Stanley Festival Theatre regarding the need to execute new lease agreements for Elgin County Library branches by the end of 2022. Thank you! Brian Masschaele, Director of Community and Cultural Services PORT COLBORNE Moved by Councillor E. Beauregard Seconded by Councillor A. Desmarais March 22, 2022 WHEREAS the Year of the Garden 2022 celebrates the Centennial of Canada's horticulture sector; and WHEREAS gardens and gardening contribute to the quality of life of our municipality and create safe and healthy places where people can come together; and WHEREAS the Year of the Garden 2022 will highlight and celebrate the important contribution of gardeners, our local gardening organizations, horticultural professionals and local horticultural businesses which contribute to garden culture and the experience garden of our municipality; and WHEREAS gardens and gardening have helped us face the challenges of the COVID pandemic; and WHEREAS Communities in Bloom in collaboration with the Canadian Garden Council, invites all municipalities to celebrate the Year of the Garden; and NOW THEREFORE I, Mayor William C. Steele, do hereby proclaim 2022 as the Year of the Garden, in the City of Port Colborne. In celebration of the contribution of gardens and gardening to the development of our country, our municipality and the lives of our citizens in terms of health, quality of life and environmental challenges; and THAT the Saturday before Father's Day, June 18 in 2022, be recognized as Garden Day in the City of Port Colborne as a legacy of Canada's Year of the Garden 2022; and THAT the City of Port Colborne is committed to be a Garden Friendly City supporting the development of its garden culture; and THAT all municipalities across Canada be invited to proclaim 2 22 to be the Year of the Garden in their respective municipalities, and that a copy of this r solution be provided to all municipalities of Ontario, for that purpose. Willia Mayor 1 Legislative and Court Services . 70 Collier Street, P.O. Box 400, Barrie, Ontario L4M 4T5 P (705) 739-4220 ext. 5500 . F (705) 739-4206 . cityclerks@barrie.ca The Honourable Doug Ford, MPP Premier of Ontario Premier’s Office, 1 Queen’s Park Legislative Building, Room 281 Toronto ON M7A 1A1 premier@ontario.ca Dear Premier Ford: Re: REQUEST TO THE PROVINCE OF ONTARIO FOR A PLAN OF ACTION TO ADDRESS JOINT AND SEVERAL LIABILITY On behalf of the Council of The Corporation of the City of Barrie, I wish to advise that on March 7, 2022, City Council adopted the following resolution regarding a Plan of Action to Address Joint and Several Liability: 22-G-064 REQUEST TO THE PROVINCE OF ONTARIO FOR A PLAN OF ACTION TO ADDRESS JOINT AND SEVERAL LIABILITY WHEREAS the cost of municipal insurance in the Province of Ontario has continued to increase with especially large increases going into 2022; and WHEREAS Joint and Several Liability continues to ask property taxpayers to carry the lion’s share of a damage award when a municipality is found at minimum fault; and WHEREAS these increases are unsustainable and unfair and eat at critical municipal services; and WHEREAS the Association of Municipalities of Ontario outlined seven recommendations to address insurance issues including: 1. That the Provincial Government adopt a model of full proportionate liability to replace joint and several liability. 2. Implement enhancements to the existing limitations period including the continued applicability of the existing 10-day rule on slip and fall cases given recent judicial interpretations and whether a 1-year limitation period may be beneficial. 3. Implement a cap for economic loss awards. 4. Increase the catastrophic impairment default benefit limit to $2 million and increase the third-party liability coverage to $2 million in government regulated automobile insurance plans. March 17, 2022 File: C00 2 Legislative and Court Services . 70 Collier Street, P.O. Box 400, Barrie, Ontario L4M 4T5 P (705) 739-4220 ext. 5500 . F (705) 739-4206 . cityclerks@barrie.ca 5. Assess and implement additional measures which would support lower premiums or alternatives to the provision of insurance services by other entities such as non-profit insurance reciprocals. 6. Compel the insurance industry to supply all necessary financial evidence including premiums, claims and deductible limit changes which support its own and municipal arguments as to the fiscal impact of joint and several liability. 7. Establish a provincial and municipal working group to consider the above and put forward recommendations to the Attorney General. NOW THEREFORE BE IT RESOLVED that the Council for the Corporation of the City of Barrie call on the Province of Ontario to immediately review these recommendations despite COVID-19 delays, as insurance premiums will soon be out of reach for many communities and BE IT FURTHER RESOLVED that this motion be provided to the Honourable Doug Ford, Premier of Ontario, the Honourable Peter Bethlenfalvy, Minister of Finance, the Honourable Doug Downey, Attorney General of Ontario and MPP for Barrie-Springwater, the Honourable Andrea Khanjin, MPP for Barrie-Innisfil, and all Ontario municipalities. If you have any questions, please do not hesitate to contact the undersigned, wendy.cooke@barrie.ca or (705) 739.4220, Ext. 4560. Yours truly, Wendy Cooke City Clerk/Director of Legislative and Court Services WC/bt Cc: • The Honourable Peter Bethlenfalvy, Minister of Finance • The Honourable Doug Downey, Attorney General and MPP for Barrie-Springwater • The Honourable Andrea Khanjin, MPP for Barrie-Innisfil • All Ontario municipalities Please find below a motion passed by Council of the Town of Georgina imposing limitations upon the purchase of goods that can easily be traced to have originated from Russia, and requesting support of this position by other Ontario municipalities; RESOLUTION NO. C-2022-0081 Moved By Councillor Waddington Seconded By Councillor Neeson WHEREAS the country of Ukraine has experienced a premeditated and unprovoked invasion by Russia; AND WHEREAS silence is complicity; AND WHEREAS Canada imports hundreds of millions of dollars' worth of goods from Russia each year; AND WHEREAS negative financial impacts upon a country can be used as a means to deter further conflict; BE IT THEREFORE RESOLVED THAT the Town of Georgina unequivocally denounces Russia's unjustifiable war against Ukraine; AND THAT the Town of Georgina supports the sanctions which the Federal government of Canada has thus far imposed on Russia; AND THAT effective immediately and until a time when the sovereignty of Ukraine is once again unchallenged, the Town of Georgina will: 1) Not purchase any products (ie plywood, fertilizer, steel, furniture or machinery) which can be easily traced to have originated from Russia; and, 2) Insist that any future contracts for services for the Town of Georgina abide by these same limitations within our municipality; AND THAT upon confirmation that the Belarusian military is engaged within Ukraine that the Town of Georgina apply these limitations upon goods from that country as well; AND THAT this decision of Georgina Council be forwarded to all other municipalities within Ontario requesting they enact similar measures so that as a united front we can make a noticeable difference. Carried Unanimously March 17, 2022 Mayor Ed Ketchabaw and Bayham Council Municipality of Bayham 56169 Heritage Line, Straffordville, ON N0J 1Y0 Dear Mayor Ketchabaw and Bayham Council, I am writing you in my capacity as Chair of the Terrace Lodge Fundraising Committee to formally invite your community to join the Comforts of Home journey. As you are aware, Terrace Lodge Long-Term Care Home in Malahide Township is currently under redevelopment. The project broke ground in the spring of 2021 and is expected to be completed in 2023, on time and on budget. As part of the redevelopment process, the Terrace Lodge Redevelopment Fundraising Committee is raising funds to provide the comforts of home to the residents. These comforts include value-added items that are not included in the redevelopment: accessible courtyard amenities, furnishings for comfortable and welcoming common areas, state of the art recreational, memory-care equipment, and many more. The Comforts of Home Campaign has gained terrific momentum so far. We raised $144,788 and secured $125,000 in pledges in our first year, which represents 40% of the overall goal. More details are included in the 2021 report attached. Residents in Terrace Lodge come from across the County of Elgin. To reflect this reality and to further ensure the success of the campaign, County Council revised the Committee’s terms of reference to include representation from all of Elgin County’s Local Municipal Partners. Although Bayham already had a position on the Committee, it has been vacant. I am therefore respectfully requesting that the Municipality of Bayham appoint one (1) member to the Committee. This individual can be a member of Municipal Council or a member of the general public. This appointment is for the remainder of 2022. Also note that the Committee is welcoming volunteers to assist the campaign in a casual, non-voting capacity. Those interested in a volunteer role should email donatetoTL@elgin.ca to express their wish. If you require, we can assist you in preparing communication materials to support your outreach efforts. I am also prepared to attend one of your Council meetings to answer any questions you may have. I am extremely proud of the work that the Committee has been able to accomplish over the past year, despite the challenges of COVID-19. The generosity of our communities has been humbling. I look forward to having a member of the Bayham community join this important journey and help us reach our 2022 goal. Sincerely, Councillor Dominique Giguère, Chair, Terrace Lodge Redevelopment Fundraising Committee 2021 FUNDRAISING REPORT A Message from the Campaign Chair Mission, Vision and Goals 2021 Achievements: Some Highlights 2021 by the Numbers Seasonal Themes Items Fully-Funded To-Date Financials What the Comforts of Home Campaign Means to Me Donor Photos Thank You To Our Generous Donors Redevelopment Construction Progress Contents Our Team Looking Forward To 2022 Become Part of the Journey A Message from the Campaign Chair Construction on the Terrace Lodge Redevelopment is well underway and scheduled to be completed on-time and on budget in 2023. It is exciting to see progress being made on this long-anticipated project. Terrace Lodge (located in the Township of Malahide), has been operated by the County of Elgin since 1977.The redevelopment will produce a modernized and reimagined facility that will meet the complex care needs of our 100 residents,while providing them with a living experience that is as home-like as possible. In order to create this home-like atmosphere the Terrace Lodge Fundraising Committee has been hard at work raising funds that will help us to purchase specific items that will enhance the home-like quality of the redeveloped facility. We launched our campaign on a very snowy morning in December of 2020 with a provincial lockdown on the horizon. There are many challenges associated with launching a fundraising campaign in the midst of a global pandemic. Being unable to gather in-person as a Committee, meet face-to-face with potential donors, or hold in-person fundraising events meant that the Committee needed to get creative. We developed themed mini-campaigns and with the support of the Aylmer Express we promoted these themes in the local newspaper,we leveraged our online presence making the most of our social media accounts and website, and finally we turned to the tried-and-true fundraising technique:picking up the phone. Despite the constantly changing rules around gathering,the Committee found ways to maintain its meeting schedule using virtual and hybrid methods. I am extremely proud of what we have been able to accomplish over the course of 2021. I am extremely honoured to lead such a dedicated, driven group of community minded individuals. I am likewise honoured to be a resident of such a generous community. Even during the difficult year we experienced,the service clubs,businesses,and individuals of Elgin County gave from their heart to make the first year of the campaign a success.On behalf of my colleagues on County Council,I thank you for your commitment to providing the comforts of home for our residents at Terrace Lodge. I look forward to 2022 with optimism and continued dedication to this cause. Councillor Dominique Giguère , Campaign Chair Vision To create an inviting state-of-the-art Home, where residents feel safe and comfortable, while enabling the excellent care provided proudly by staff and volunteers. As redevelopments are completed, the staff, residents and families of Terrace Lodge will notice a shift from the traditional medical model toward a homelike model of care. Mission The Fundraising Committee has been mandated to plan, coordinate, implement and evaluate fundraising activities. The funds raised by the Committee will be invested in value-added enhancements to the Terrace Lodge Redevelopment Project. Goals To raise sufficient funds to purchase the items deemed necessary to enhance Terrace Lodge and provide residents with the Comforts of Home. As of January 2022, the total cost of all items is estimated at $650,000. This goal may be adjusted throughout the campaign as more information becomes available (e.g. building design features, price of items). December 2020 Campaign Kick Off. Launch of seasonally themed campaigns, targeting specific seasonal items from the catalogue. December 2021 2021 Achievements: Some Highlights Partnership with Aylmer Express secured. Branding, brochure, campaign website, catalogue and online donation system set up. Committee work and plans adjusted to new pandemic realities $75,000 donation from Green Lane –a boost to the campaign English and Low German poster designed and placed throughout the community. Radio spot on DeBrigj Legacy Giving: Information kit developed $50,000 donation from ETBO –a nice end to year one. Donation as gift: cards and system implemented Fireplaces and benches all sold out! Sign goes up at TL. 2021 By the Numbers 109 Individual Donors 109 individual donations were received from service clubs, businesses and individuals. 800+ hours of volunteer work Despite COVID-19 restrictions the Committee never lost momentum. While focused on everyone’s health and safety, members adapted and used various technologies to communicate, plan, make decisions and coordinate all outreach efforts. $269,788 Raised In 2021 the Campaign raised $144,788 and secured $125,000 in pledges. The $269,788 total to-date represents 40% of the campaign’s overall $675,000 target. (This target includes a 4% budget for campaign expenses). The campaign used seasonal themes for bi-weekly adds. This strategy was selected to raise awareness about the specific items needed at Terrace Lodge. The ads, designed by the Aylmer Express team, received great feedback and generated interest for designated donations. Seasonal themes with targeted items Items fully funded to-date* 2 of 2 Large Gazebos 1 of 3 Chapel Stained Glass Panels 1 of 1 Chapel podium 1 of 1 Water Feature 4 of 4 Above Ground Planters 4 of 12 Landscape Areas (adopt) 8 of 8 Outdoor Solar Lighting 23 of 23 Garden Ornaments (various sizes) 6 of 6 Bench Roof/cover 2 of 2 Bird Centres 2 Bird Seeds for a year 20 of 20 Benches 7 of 7 Outdoor Tables (accessible) 2 of 2 Stainless Steel Barbeque 60 of 60 Outdoor Stackable Chairs 1 of 6 Abby Computer System 2 of 6 Abby System Support (annual) 10 of 30 Abby Individual Subscriptions 1 of 4 Recreation Room TV 20 of 20 Montessori Kits (various sizes) 1 of 1 Gift Shop Table & Chairs Set 8 of 8 Electric Fireplaces 4 of 4 Lounge areas: all furnishings 1 of 1 Dining Room Set 1 of 1 Guest Suite, fully furnished + AV 100 of 100 Personalised Door Coverings 87 of 100 Keepsake Boxes 4 of 4 Bookcases 4 of 4 iPads 1 of 4 Whiteboards with Stand 1 of 2 CD Players/speakers 1 of 1 Beauty Nook Desk 100 of 100 Word Cloud Frames *as of December 31, 2021 Financials Donations Received for Terrace Lodge Fundraising as at December 31, 2021 REVENUE (Donations to date)Received To be received Cash/Cheque 51,228 13,000 Credit Card 27,280 Donations Prior to Campaign Start 8,105 Pledges (Expected Value)45,150 125,000 In Kind Donations 25 Total Donations 131,788 138,000 EXPENSES Paid Outstanding Fees (credit card)624 Fundraising Consultants 4,500 Signage 2,719 Meeting Room Rental 150 In Kind Purchases 25 Advertising and Promotion 9,656 Total Expenses 17,674 Total funds towards the campaign 252,114 What the Comforts of Home Campaign Means To Me Why I gave to Terrace Lodge Fundraising: “We want to thank Terrace Lodge for good care, for our family over the years.” -Keith and Anne Howe, Donors Why I volunteer on the Fundraising Committee “To help provide a state of art home with all the comforts for our residents, in our community.” -Ruth Anne Perrin, Committee Member Westminster Mutual Insurance -$10,000 West Elgin Insurance -$3,900 Action Financial Group iA Private Wealth -$1,000 Knights of Columbus -Our Lady of Sorrows-$500 Elgin Roofing Inc.-$5,000 Aylmer Express -$10,000 Green Lane Community Trust -$75,000 Belmont Lioness-$1,000 Aylmer Community Foundation -$5,000 Aylmer Lioness-$2,000 Springfield Lioness/Swans -$1,600 Thank you to our generous donors Action Financial Group Ltd. Advanced Stainless Al and Randee Hooghiem Alison Warwick Andy and Ann Honchell Antonissen Trucking Arkess Rebekah Lodge Aylmer Community Foundation Aylmer Express B&M Finishes Barry and June Kinsey Belmont Lioness Club Bob and Suzanne Carrel Bob Purcell Candyville Mart Catherine Bearss Christine VanDaele Connie Foster Dave and Judy Mennill Dave H. Jenkins David Perrin Deb Shackelton Debra Shackleton Dianne Wilson Dominos Pizza Aylmer Dr. Michael and Mrs. Michele Toth Elgin Roofing Inc. Elizabeth and Gerry Vanderwyst ETBO Tool and Die Greenlane Community Trust Ida and David McCallum IGPC Ethanol Inc. iModular Homes Inc. Jack and Ruby Dykxhoorn Janis Hamilton Jess Terpstra Jim and Jeanette Jenkins Joe Snyders John and Ruth Anne Perrin Thank you to our generous donors John Bajc Karen and Gilles LeBlanc Keith and Anne Howe Keith Hunt Construction Knights of Columbus -Our Lady of Sorrows Larry McNeil Lloyd Perrin Lucille White Marilyn Greenwood and Bonnie Toth Marjorie and Larry Cowan Maureen D. Jenkins Mike Abell Electric Mike and Lynn Summers and Aylmer Tirecraft Monica and Glen Howe Nancy Caverly Pam Ruckle Buys Pat and Sue Zimmer Pat Vandevenne Peters Paving Philip and Leslie Psutka RD Kisuule Professional Corporation Robert Foster Robert Michele Deryk Family Rosemary Kennedy Ross Alford Royal Canadian Legion Branch 81 Scott and Sharon Shakir Springfield C.P. & T. -Springfield Oddfellows & Rebekahs Springfield Lioness/Swans Springwater Packers Stan Putnam Studer's Variety (Alpha Business Enterprises Ltd.) The Wood Connection Thank you to our generous donors Tim Maloney and Family Tom and Muriel Carrel Township of Malahide Staff Vera Lampman Vienna Lioness Club Vuteq West Elgin Mutual Insurance Westminster Mutual Insurance Company * The Committee would also like to thank the many generous donors who wished to remain anonymous. The Committee would like to thank the following organizations for their promotional support: The Aylmer Express The Northshore Beacon The Dorchester Sign Post DeBrigj Radio 94.1 MyFM Rogers TV Dominos Pizza Redevelopment Construction Progress March 2021 –Start of project –clearing of site and setting up of construction trailers and staging/storage areas. Construction of temporary access lane for the project. April –May 2021 –Begin excavation of addition, prepare for the relocation of the existing ground mounted air handling units for north and south wings. June –Aug 2021 –Continue to form and pour concrete foots, pads, and walls. Delays experienced do to multiple heavy rain events throughout the summer. Sept –Nov 2021–Completion of foundation, installation of all underground electrical conduit and plumbing. The installation of all structural steel framing and metal studding. Ongoing installation of above ground electrical conduit, Mechanical rough in. Installation of concrete floor on ground level. Dec –Jan 2022 –Completion of interior steel partitions, continued installation of mechanical, plumbing and electrical infrastructure throughout the addition. Installation of roofing material and placement of roof top HVAC equipment. Fiona Wynn fwynn@elgin.ca -(519) 852-2921 The 2021 Fundraising Committee Dominique Giguère dgiguere@elgin.ca -(548) 888-6252 Ruth Anne Perrin rperrin@elgin.ca -(226) 545-0452 Richard Kisuule rkisuule@elgin.ca -(519) 639-3767(519) 644-1445 Jim Jenkins Kay Haines khaines@elgin.ca -(519) 857-2138 Jamie Chapman jchapman@elgin.capbarbour@elgin.ca -(519) 765-3793 Pete Barbour Manager of Financial Services/Deputy Treasurer Jennifer Ford Staff Supports Michele Harris Director of Homes and Seniors Services Jenna Fentie Legislative Services Coordinator Katherine Thompson Manager of Administrative Services/Deputy Clerk Manager of Program and Therapy Services Tanya Noble The Committee is very grateful for the professional support provided by staff. The Committee would also like to thank the Elgin County IT Department for technical support provided. FOCUS: RECREATION Recreation programs in our long-term care homes play a vital part in the health of residents. In 2022 we will focus our efforts on securing funds for a wide range of recreational items such as a wheelchair bike, outdoor music therapy equipment, art supplies, TV screens and stackable chairs. Looking Forward to 2022 TARGET YEAR 2: $225,000 2022 is the second of the three-year Comforts of Home campaign. After raising 40% of the total target in year 1, year 2 will once again aim to raise $225,000. This will bring us 2 /3 of the way to the initial target set at $675,000. By the midpoint of the campaign, in June 2022, we will endeavour to fine tune the goals and the list of items required. The campaign target will be adjusted at that point to reflect changes in pricing and in best practices for resident care. OUTREACH: COUNTY-WIDE With Terrace lodge in the heart of the Aylmer- Malahide area, we saw a high level of engagement in those two communities in 2021. We know that residents at the home come from all over Elgin County. The outreach in 2022 will ensure loved ones, service clubs and businesses from across the county have the opportunity to become part of the Comforts of Home journey. PRIORITY: RECRUITMENT The first year of the campaign relied on a small but mighty group of dedicated committee members and volunteers. Our goal for 2022 is to increase the number of members and volunteers and to ensure each community in Elgin County will be represented on the committee. Become Part of the Journey... Join our Committee or become a campaign volunteer. Reach out by phone or email to make a donation by cash, cheque or credit card. Visit our online catalogue and purchase a much-needed item.www.donatetoterracelodge.ca donatetoTL@elgin.ca Dominique Giguère, Campaign Chair 548-888-6252 REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, CAO|Clerk DATE: April 7, 2022 REPORT: CAO-12/22 SUBJECT: 2022 MUNICIPAL ELECTION BACKGROUND: On March 17, 2022, the Council of the Corporation of the Municipality of Bayham passed the following resolution: Moved by: Councillor Donnell Seconded by: Councillor Froese THAT Report CL-07/22 re 2022 Municipal Election Information be received for information; AND THAT Council approve paper based, traditional ballot, vote anywhere, live voters list as the method of vote for the 2022 Municipal Election; AND THAT the Use or Corporate Resources for Election Purposes Policy be adopted as presented; AND THAT the appropriate by-laws be brought forward for Council’s consideration. The above-noted Report stated that further information regarding voting places for the 2022 Municipal Election would be forthcoming. DISCUSSION The Municipal Elections Act, 1996, S.O. 1996, CHAPTER 32, as amended, outlines the responsibility of the Clerk pertaining to Municipal Elections. ADVANCE VOTE Section 43(2) The Clerk shall establish the date or dates, number, location and hours of advance voting. NUMBER AND LOCATION OF VOTING PLACES Section The Clerk has discretion in identifying the number and location of voting 45(1)(3)(5) places and designating the area. Section 45(2) In establishing the locations of voting places, the clerk shall identify strategies that ensure that each voting place is accessible to electors with disabilities. In determining the Voting Places for the 2022 Municipal Election and to ensure an accessible election, a review was undertaken of the 2018 Voting Places. The following facilities were assessed in 2018:  Straffordville Community Centre  Vienna Community Centre  Port Burwell Firehall  Straffordville Firehall  Corinth Community of Christ Church  Lighthouse Gospel Church Ultimately, the 2018 Municipal Election was conducted using the Straffordville Community Centre, Corinth Community of Christ Church, and Lighthouse Gospel Church as Voting Places. For the 2022 Municipal Election, evaluation of the three facilities utilized in 2018 was conducted by the CAO|Clerk and Deputy Clerk utilizing Election Canada’s Polling Place Suitability Checklist. Staff are recommending use of the same facilities and have already reached out, attended, and confirmed use of the Corinth Community of Christ Church and Lighthouse Gospel Church for same. The Advance Voting Places for the 2022 Municipal Election shall be as follows: Advance Vote No. 1 Saturday October 15, 2022 10AM-3:00PM Straffordville Community Centre 56169 Heritage Line, Straffordville, ON Advance Vote No. 2 Wednesday October 19, 2022 10AM-7:00PM Straffordville Community Centre 56169 Heritage Line, Straffordville, ON Advance Vote No. 3 Thursday October 20, 2022 10AM-7:00PM Straffordville Community Centre 56169 Heritage Line, Straffordville, ON Advance Vote No. 4 Friday October 21, 2022 10AM-3:00PM Straffordville Community Centre 56169 Heritage Line, Straffordville, ON Advance Vote No. 5 Saturday October 22, 2022 10AM-3:00PM Straffordville Community Centre 56169 Heritage Line, Straffordville, ON The Voting Places for the 2022 Municipal Election shall be as follows: Monday October 24, 2022 10AM-8:00PM Straffordville Community Centre 56169 Heritage Line, Straffordville, ON Monday October 24, 2022 10AM-8:00PM Corinth Community of Christ Church 54246 Eden Line, RR4, Aylmer, ON Monday October 24, 2022 10AM-8:00PM Lighthouse Gospel Church 59 Victoria St, Port Burwell, ON The Straffordville Hall Foundation handles Hall bookings and has been advised of the above- noted Advance Poll and Election Day dates and times. Eligible Electors will be able to vote at any of the Advanced Voting Places or Voting Places established for the 2022 Municipal Election. A 2022 Municipal Election Candidate Information Session will be held on Wednesday, April 27, 2022 from 7-9 p.m. at the East Elgin Community Complex, 531 Talbot St W, Aylmer, ON N5H 2T8. The session is being hosted by the Ministry of Municipal Affairs and Housing (MMAH) on behalf of the Town of Aylmer, Municipality of Bayham, and the Township of Malahide. Information on this Session is available on the Municipal website. Registration is being handled by the Township of Malahide. RECOMMENDATION 1. THAT Report CAO-12/22 re 2022 Municipal Election be received for information. Respectfully Submitted by: Thomas Thayer, CMO CAO|Clerk REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, CMO, CAO|Clerk DATE: April 7, 2022 REPORT: CAO-13/22 SUBJECT: PROCEDURAL BY-LAW UPDATE FOR VIRTUAL MEETINGS BACKGROUND: On January 6, 2022, Council received Report CAO-01/22 re Procedural By-law, which presented Procedural By-law changes and a new Procedural By-law for Council’s consideration. Council passed the following motion: Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Report CAO-01/22 re Procedural By-law be received for information; AND THAT Council direct staff to bring forward a Procedural By-law for Council consideration. Subsequently and also on January 6, 2022, Council adopted By-law No. 2022-003 to establish a new Procedural By-law for the Municipality of Bayham. DISCUSSION Under Section 6.16 of the Municipality’s Procedural By-law No. 2022-003, Council meetings shall be conducted virtually; however, this Section only applies to Declared States of Emergency. Additionally, the County of Elgin and numerous lower tier municipalities are planning to lift the existing COVID-19 Emergency Declaration effective April 8, 2022. Based upon the way the Procedural By-law is currently written, there is no provision to conduct virtual meetings and/or permit electronic participation in same outside of a Declared State of Emergency. In accordance, staff are recommending that Section 6.16 of the Procedural By-law be renamed and amended to permit electronic participation generally. Suggested revised language for the entire Section 6.16 is below: 6.16 Electronic Participation 6.16.1 Notwithstanding that set forth in Section 6, and in accordance with the COVID- 19 Economic Recovery Act, 2020 to amend the Municipal Act, 2001, the following rules and regulations for electronic participation in a Council Meeting shall apply: a) A Member who is unable to attend a Council Meeting in person may participate in that Meeting by electronic or other communication facilities if the facilities enable all participating Members, whether attending in person or through electronic participation, to hear and be heard by all other Members. b) Except for all or any part of the Council Meeting that is closed to the public, the electronic or other facilities are capable of and enable the public to hear, or watch and hear, all Members participating in the Meeting. c) A Member who intends to participate in any such Meeting of Council by electronic or other communication facilities shall give to the Clerk Notice of that intention at least 24 hours prior to the commencement of such Meeting, provided that, if Notice of such Meeting is provided less than 24 hours prior to its scheduled commencement, then the Member shall give to the Clerk as much notice as possible prior to commencement of such Meeting. In all such circumstances, the Clerk will, as soon as reasonably possible, provide the Member intending to attend by electronic participation with instructions on how to connect to and participate in that Meeting by electronic or other communication facilities. d) There shall be no limit upon the number of Members who may attend a Meeting of Council by electronic or other communication facilities. e) The Mayor (or designate), as Chair, shall lead the Meeting and be present from a designated meeting location supported by the CAO (or designate), where possible. f) Each Member attending the Meeting by electronic or other communication facilities shall notify the Chair and other Members when he or she joins the Meeting and, if and when applicable, upon leaving the Meeting. g) Any Member attending and present during a Meeting by electronic or other communication facilities shall be counted for purposes of quorum at the commencement of and at any point in time during the Meeting. h) Any Member attending and present during a Meeting by electronic or other communication facilities may participate in all aspects of the Meeting as if present in person, including but not limited to debate, questioning, presentation of motion, and/or voting. i) During the course of a Meeting within which any Member is participating by electronic or other communication facilities, the Chair (or designate) shall announce each agenda item on the floor of the Meeting and shall thereafter maintain an orderly meeting process, including keeping Members fully informed. j) Any Member attending and present during a Meeting by electronic or other communication facilities may vote on any matter being considered in such Meeting and that vote shall be counted and, as set forth below, duly recorded. k) During the course of each vote conducted within such Meeting: i. All votes shall be a recorded vote conducted by the Clerk, as directed by the Chair, unless Council decides otherwise. ii. The Clerk shall call the name of each Member to vote and shall thereafter record such indicated vote of that Member as “yes” or “no’. iii. If the Member, whether present in person or electronically and after two attempts, fails to respond to the call of his or her name, then the vote is recorded as “no”, unless directed otherwise by the Chair. iv. The Clerk shall announce the results of the vote to the Chair and Council, including announcement of the specific vote of each Member as either “yes” or “no”. l) During the course of the Meeting: i. Each Member shall remain silent and attentive to the proceeding when not assigned to the floor by the Chair. ii. Each Member shall listen for their name to be assigned to the floor to speak or to vote. iii. All Members shall take and abide by the directions of the Chair in order to facilitate an effective, efficient, and orderly Meeting. 6.16.2 The rules and regulations set forth under Section 6.16.1 of this By-law shall also be applicable to any Council Meeting held during any period in which an emergency has been declared to exist in all or part of the territorial limits of the Municipality of Bayham pursuant to either section 4 or 7.0.1 of the Emergency Management and Civil Protection Act. The above rules and regulations shall apply to all sessions of a Meeting, whether open or closed to the public, and currently apply to all virtual Council meetings conducted during the existing Declared State of Emergency. The inclusion of the general ability to conduct virtual meetings and participate electronically provides Council the added flexibility regarding the nature of how meetings are held. When technology allows, it will also permit hybrid meetings, where a Member(s) of Council, by desire or circumstance, may not be able to attend in person. The amending By-law is included in the By-laws section of this Agenda for Council review. RECOMMENDATION 1. THAT Report CAO-13/22 re Procedural By-law Updates for Virtual Meetings be received for information; 2. AND THAT the appropriate amending by-law be brought forward for Council’s consideration. Respectfully Submitted by: Thomas Thayer, CMO CAO|Clerk REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, CMO, CAO|Clerk DATE: April 7, 2022 REPORT: CAO-14/22 SUBJECT: HYBRID COUNCIL MEETINGS FOR THE MUNICIPALITY OF BAYHAM BACKGROUND At its November 4, 2021 meeting, Council received Report TR-16/21 re Ontario Trillium Foundation – Resilient Communities Fund and passed the following resolution: Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Report TR-16/21 re Ontario Trillium Foundation – Resilient Communities Fund be received for information; AND THAT staff be directed to bring to Council costing estimates for the identified capital works and potential Ontario Trillium Foundation – Resilient Communities Fund grant application. At its December 2, 2021 meeting, Council received Report CAO-50/21 re Ontario Trillium Foundation – Resilient Communities Fund and passed the following resolution: Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report CAO-50/21 re Ontario Trillium Foundation – Resilient Communities Fund be received for information; AND THAT Council supports an application to the Ontario Trillium Foundation – Resilient Communities Fund for a hybrid meeting solution for Municipal Council meetings. In accordance with the above resolutions, an application to same was submitted. DISCUSSION On March 29, 2022, the Municipality was made aware that its application to the Ontario Trillium Foundation – Resilient Communities Fund for a hybrid meeting solution was unsuccessful. Per quotes provided in support of the application, the estimated cost for the works are as follows: Technological upgrades: $9,461.00 + HST Soundproofing: $8,505.92 + HST Total estimated cost: $17,966 + HST = $20,302.62 Should Council deem it desirable to do so, Council may request that staff procure the technology and soundproofing necessary to facilitate a hybrid meeting solution. In discussion with the Treasurer, this work may be funded through Working Capital. A hybrid meeting solution would allow for flexible public participation in Council meetings while addressing lingering COVID-19 and public gathering concerns. This Report does not provide a recommendation. Rather, it is seeking Council’s direction if a hybrid meeting solution is desirable for Bayham at this time. RECOMMENDATION 1. THAT Report CAO-14/22 re Hybrid Council Meetings for the Municipality of Bayham be received for information; 2. AND THAT Council provides direction regarding a hybrid meeting solution for Municipal Council meetings. Respectfully submitted by, __________________________ Thomas Thayer, CMO CAO|Clerk REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, CAO|Clerk DATE: April 7, 2022 REPORT: CAO-15/22 SUBJECT: SHARED MUNICIPAL DEVELOPMENT SERVICES RFP UPDATE BACKGROUND: On November 18, 2021, Bayham Council received correspondence from the Township of Malahide regarding a Possible Development Approvals Shared Service/Electronic Processing Business Plan. The correspondence identified that Malahide has received approval through the Province’s Municipal Modernization Program – Intake 2 and they were reaching out to ascertain Council’s interest in supporting the exploration of a shared building, planning, and by-law enforcement service. The correspondence also identified that no costs were to be covered by Bayham for support of this venture. Bayham Council subsequently passed the following motion: Moved by: Councillor Donnell Seconded by: Deputy Mayor Weisler THAT the Council of The Corporation of the Municipality of Bayham is willing to collaboratively explore a Development Approvals Shared Service Business Plan with the Township of Malahide in regard to the development of a shared building, planning and by-law enforcement service. DISCUSSION In accordance with the above motion, Bayham staff have been working closely with Malahide staff to move the process forward. To date, a Request For Proposal (RFP) has been drafted and advertised through Malahide’s Bids and Tenders website. The RFP advertisement closed on March 18, 2022 and staff from both municipalities have been reviewing submissions. Malahide’s Council is receiving a Report at its April 7, 2022 meeting to formally award the RFP, which will allow Malahide and Bayham to continue the process by working closely with the successful organization. While no formal timeline is in place as of the drafting of this Report, it is hoped that the review will be complete in Q3 2022 and options will, at that time, be presented to Council. RECOMMENDATION 1. THAT Report CAO-15/22 re Shared Municipal Development Services RFP Update be received for information. Respectfully Submitted by: Thomas Thayer, CMO CAO|Clerk THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. Z738-2022 HILDEBRANDT BEING A BY-LAW TO AMEND BY-LAW No. Z456-2003, AS AMENDED WHEREAS the Council of the Corporation of the Municipality of Bayham deems it necessary to amend Zoning By-law No. Z456-2003, as amended. THEREFORE, the Council of the Corporation of the Municipality of Bayham enacts as follows: 1) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Schedule “A” Map No. 11 by changing the zoning symbol on the lands from Estate Residential (ER) zone to a site-specific Estate Residential (ER-10) zone, which lands are outlined in heavy solid lines and marked ER-10 on Schedule “A” Map No. 11 to this By- law, which schedule is attached to and forms part of this By-law. 2) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Section 8.13 Exception – Estate Residential (ER) Zone by adding the following clauses: 8.13.10.1 Defined Area ER-10 as shown on Schedule “A”, Map No. 11 8.13.10.2 Regulation for Accessory Buildings Maximum Floor Area, combined for two separate accessory buildings: 228 m2 Maximum Floor Area, livestock, existing hobby farm barn: 228 m2 2) THIS By-law comes into force: a) Where no notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the expiration of the prescribed time; or b) Where notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the approval of the Ontario Land Tribunal. READ A FIRST TIME AND SECOND TIME THIS 7TH DAY OF APRIL 2022. READ A THIRD TIME AND FINALLY PASSED THIS 7TH DAY OF APRIL 2022. MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2022-027 A BY-LAW TO AMEND BY-LAW NO. 2022-003 BEING A BY-LAW TO GOVERN THE PROCEEDINGS OF THE COUNCIL OF THE MUNICIPALITY OF BAYHAM, AND OF ITS COMMITTEES AND THE CONDUCT OF ITS MEMBERS WHEREAS the Province of Ontario passed Bill 187, an Act to amend the Municipal Act, 2001 on March 19, 2020 to permit Municipal Councils to conduct meetings through electronic media in a declared emergency; AND WHEREAS the Province of Ontario passed Bill 197, an Act to amend the Municipal Act, 2001 on July 21, 2020 to permit Municipal Councils to conduct meetings through electronic media outside of a declared emergency; AND WHEREAS Council for the Corporation of the Municipality of Bayham deems it desirable to amend By-Law No. 2022-003, being a By-Law to Govern the Proceedings of the Council of the Municipality of Bayham and of its Committees and the Conduct of its Members to conduct meetings by electronic media outside of a declared emergency; THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT Section 6.16 of By-Law No. 2022-003 being a By-Law to Govern the Proceedings of the Council of the Municipality of Bayham and of its Committees and the Conduct of its Members be amended to replace with the following: 6.16 Electronic Participation 6.16.1 Notwithstanding that set forth in Section 6, and in accordance with the COVID-19 Economic Recovery Act, 2020 to amend the Municipal Act, 2001, the following rules and regulations for electronic participation in a Council Meeting shall apply: a) A Member who is unable to attend a Council Meeting in person may participate in that Meeting by electronic or other communication facilities if the facilities enable all participating Members, whether attending in person or through electronic participation, to hear and be heard by all other Members. b) Except for all or any part of the Council Meeting that is closed to the public, the electronic or other facilities are capable of and enable the public to hear, or watch and hear, all Members participating in the Meeting. c) A Member who intends to participate in any such Meeting of Council by electronic or other communication facilities shall give to the Clerk Notice of that intention at least 24 hours prior to the commencement of such Meeting, provided that, if Notice of such Meeting is provided less than 24 hours prior to its scheduled commencement, then the Member shall give to the Clerk as much notice as possible prior to commencement of such Meeting. In all such circumstances, the Clerk will, as soon as reasonably possible, provide the Member intending to attend by electronic participation with instructions on how to connect to and participate in that Meeting by electronic or other communication facilities. d) There shall be no limit upon the number of Members who may attend a Meeting of Council by electronic or other communication facilities. e) The Mayor (or designate), as Chair, shall lead the Meeting and be present from a designated meeting location supported by the CAO (or designate), where possible. f) Each Member attending the Meeting by electronic or other communication facilities shall notify the Chair and other Members when he or she joins the Meeting and, if and when applicable, upon leaving the Meeting. g) Any Member attending and present during a Meeting by electronic or other communication facilities shall be counted for purposes of quorum at the commencement of and at any point in time during the Meeting. h) Any Member attending and present during a Meeting by electronic or other communication facilities may participate in all aspects of the Meeting as if present in person, including but not limited to debate, questioning, presentation of motion, and/or voting. i) During the course of a Meeting within which any Member is participating by electronic or other communication facilities, the Chair (or designate) shall announce each agenda item on the floor of the Meeting and shall thereafter maintain an orderly meeting process, including keeping Members fully informed. j) Any Member attending and present during a Meeting by electronic or other communication facilities may vote on any matter being considered in such Meeting and that vote shall be counted and, as set forth below, duly recorded. k) During the course of each vote conducted within such Meeting: i. All votes shall be a recorded vote conducted by the Clerk, as directed by the Chair, unless Council decides otherwise. ii. The Clerk shall call the name of each Member to vote and shall thereafter record such indicated vote of that Member as “yes” or “no’. iii. If the Member, whether present in person or electronically and after two attempts, fails to respond to the call of his or her name, then the vote is recorded as “no”, unless directed otherwise by the Chair. iv. The Clerk shall announce the results of the vote to the Chair and Council, including announcement of the specific vote of each Member as either “yes” or “no”. l) During the course of the Meeting: i. Each Member shall remain silent and attentive to the proceeding when not assigned to the floor by the Chair. ii. Each Member shall listen for their name to be assigned to the floor to speak or to vote. iii. All Members shall take and abide by the directions of the Chair in order to facilitate an effective, efficient, and orderly Meeting. 6.16.2 The rules and regulations set forth under Section 6.16.1 of this By-law shall also be applicable to any Council Meeting held during any period in which an emergency has been declared to exist in all or part of the territorial limits of the Municipality of Bayham pursuant to either section 4 or 7.0.1 of the Emergency Management and Civil Protection Act. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY OF APRIL 2022. ____________________________ _____________________________ MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2022-028 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD APRIL 7, 2022 WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of a municipal corporation are to be exercised by the Council of the municipality; AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be exercised by by-law; AND WHEREAS the Council of The Corporation of the Municipality of Bayham deems it advisable that the proceedings of the meeting be confirmed and adopted by by-law. THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the actions of the Council of The Corporation of the Municipality of Bayham in respect of each recommendation and each motion and resolution passed and other action by the Council at the Council meeting held April 7, 2022 is hereby adopted and confirmed as if all proceedings were expressly embodied in this by-law. 2. THAT the Mayor and Clerk of The Corporation of the Municipality of Bayham are hereby authorized and directed to do all things necessary to give effect to the action of the Council including executing all documents and affixing the Corporate Seal. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY OF APRIL 2022. ____________________________ _____________________________ MAYOR CLERK